Delta Health Alliance Policies & Procedures by deltahealthalliance

Delta Employment Practices Policies Procedures

and

Manual Revision July 1, 2022

HealthAlliance

Section 01 – Disclaimer and Modifications to Policy Section 02 – Anti-Discrimination, Affirmative Action, and ADA Section 03 – Recruiting and Hiring Section 04 – General Employment Section 05 – Personnel Records Section 06 Terminations Section 07 – Insurance Section 08 – Retirement Section 09 – Flexible Spending Accounts Section 10 – Holidays Section 11 – Annual Leave Section 12 – Leave for School and Head Start/Early Head Start Staff Section 13 – Medical Leave Section 14 – Family and Medical Leave Section 15 – Bereavement Leave Section 16 – Jury Duty and Voting Leave Section 17 – Military Leave Section 18 – COVID Leave Section 19 – Tuition Reimbursement Section 20 – Worker’s Compensation Section 21 – Government Regulated Benefits Section 22 – Salary and Payroll Section 23 – Performance Evaluations Section 24 – Promotions Section 25 – Code of Conduct Section 26 – Dress Code and Office Appearance Section 27 – Attendance and Time Section 28 – Cell Phones Delta Health Alliance Policies and Procedures Manual Employment Practices Table of Contents (Each Section identified in top right hand corner of each page and page numbers relevant to Section only, not entire document.)

Section

35 – Outside Employment and Activities Section 36 – Research Section 37 – Timekeeping and Duty Station Section 38 – Communication with the Media and the Public Section 39 – Travel and Expense Reimbursement

Section

29 – Harassment Section 30 – Drug Free and Alcohol Free Workplace Section 31 – Smoke Free Workplace

40 – Mandatory COVID Vaccination Policy Section 41 – Unpaid Leave

32 – Workplace Violence Section 33 – Abuse and Neglect Section 34 – Technology and Social Media

Policies and Procedures

Delta Health Alliance

Manual Employment Practices - Section 1 Page | 1 Disclaimer & Modifications

No statement, policy, or procedure below is intended to conflict with or contradict federal or state laws, rules, or regulations, and federal and state laws, rules, or regulations shall overrule such statements, policies, or procedures in this document. Should any provision in this Employee Handbook be found to be unenforceable or invalid, such a finding does not invalidate the entire Employee Handbook, but only the subject provision.

DISCLAIMER & MODIFICATIONS

Alliance will provide copies of policies and procedures to any funding organization as required in their policies and procedures or guidelines for funding. Any individual from outside DHA may review the policies and procedures manual in DHA’s office by making a written request to the President & CEO. A copy of this manual will be made available to each new employee at the time of employment. Copies of the manual will be made available to staff as changes are made.

Delta Health Alliance, Inc. (“DHA”) is an at-will employer; nothing in this handbook constitutes a contract of employment. Nothing in this handbook or any letter or agreement is intended to create rights or obligations under any law. DHA reserves the right to change or revise its policies and procedures at any time without Deltanotice.Health

Changes in the policies and procedures manual will be a management decision. The DHA Board of Directors will review policies and procedures at the final quarterly meeting of the fiscal year. The Board minutes will reflect this review. The bylaws will be a document kept and modified by the Board.

Some organizations within the Delta Health Alliance interact with the public daily. These include preschools, the Leland Medical Clinic, and groups of employees who directly support students in schools like Teaching Fellows. While the basic policies and procedures listed below hold for the entire organization, some portions will have to be adjusted so that DHA may best serve its students and their parents, its patients, its constituents, and the rest of its stakeholders. Modifications may include scheduling, benefits including holidays, salary and evaluation, and dress code. Modifications may be called out in this document or documents specific to groups within DHA.

ANTI-DISCRIMINATION

Delta Health Alliance welcomes applications from people with disabilities and does not discriminate against them in any way. DHA complies with the Americans with Disabilities Act (ADA) of 1990 by:

Provisions in applicable laws providing for bona fide occupational qualifications, business necessity, or age limitations will be adhered to by the company where appropriate. DHA seeks to do business with organizations that encourage equal employment opportunities. As part of the equal employment opportunity policy, DHA will also take affirmative action as called for by applicable laws and Executive Orders to ensure that minority group individuals, females, disabled veterans, recently separated veterans, other protected veterans, Armed Forces service medal veterans, and qualified disabled persons are introduced into our workforce and considered for promotional opportunities.

AMERICANS WITH DISABILITIES ACT

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 2 Page | 1 Anti-Discrimination

AFFIRMATIVE ACTION

• considering all applicants with disabilities for employment using the same criteria as are used for the employment of persons without disabilities, • taking steps to make its facilities barrier-free and accessible according to federal and state statutes,

• making and scheduling other adjustments to reasonably accommodate staff members with disabilities,

• posting notices explaining the provisions of the ADA and staff rights under the law.

• educating staff members to the fact that individuals with disabilities are employed by DHA and should not be discriminated against, and

Disability is defined as a physical or mental impairment that substantially limits one or more major life activities; a record (or history) of such an impairment including a diagnosis of HIV/AIDS; or being regarded as having a disability. The ADA Amendments Act of 2008 sets forth rules of construction to use when determining if an individual is substantially limited in performing a major life activity.

It is the policy of Delta Health Alliance to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information, or any other protected characteristic under applicable law. This policy relates to all phases of employment, including, but not limited to, recruiting, employment, placement, promotion, transfer, demotion, reduction of workforce and termination, rates of pay or other forms of compensation, selection for training, the use of all facilities, and participation in all company-sponsored employee activities.

POSITION ANNOUNCEMENT AND APPLICATION PROCESS

Using the hiring software, the HR Representative posts the position opening announcement to the Delta Health Alliance website and any other external web or media sources. All available positions are to be posted on the DHA website for a minimum of three days. External applicants must apply online unless the applicant has no internet access. If an external applicant submits a resume through the mail or drops off a resume at the office, the applicant should be advised to apply through the DHA website or complete a paper application (if the applicant does not have internet access to e-apply). A formal paper or e-application is required to be considered for any position. The hiring manager will not consider applications received from sources other than those provided by the HR Representative. All documentation used during the hiring process will be retained in Human Resources for three years from the hire date.

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 3 Page | 1 Recruiting and Hiring

POSITIONS WITH LIMITED OR EXEMPTED RECRUITMENT/SEARCH REQUIREMENTS

• Temporary, special pay only, advisor, or consultant positions. These temporary positions do not require posting, advertising of hire/non-hire justification, and would generally be considered as Independent Contractors requiring a contract or formal agreement with DHA. However, the scope of responsibilities required of the positions does not meet the test for an Independent Contractor according to the Common Law Rules enforced by the IRS and the Fair Labor Standards Act enforced by the Department of Labor.

RECRUITING AND HIRING

Delta Health Alliance’s recruiting, interviewing, and hiring activities are conducted to ensure the employment of the best-qualified individuals. These activities must be carried out in a manner consistent with DHA’s commitment to the principles of affirmative action and to ensure that minority group members, veterans, disabled individuals, and women are given equal opportunity for employment and promotion.

The HR Representative is to be contacted for instructions in filling these positions:

• Positions with limited or exempted search requirements include, but are not limited to, student worker, student assistant, graduate student assistant, fellow, student research trainee, postdoctoral research trainee, resident, or student intern.

For both newly created positions and replacement positions, the hiring manager completes an Employment Requisition, seeks approval from their supervisor and appropriate VP, then submits the requisition, corresponding position description, and any other required documents to the Human Resources (HR) Representative. After a preliminary review of the position description for appropriate duties, title, educational and experience requirements, the HR Representative(s) will set the position title and appropriate salary range for the position. If the requisition is for a replacement position, the HR Representative will confirm the position is already vacant or notice of impending employment termination of current employee has been given. The HR Representative will verify VP approval and obtain approval from the Executive VP for approval to post all positions.

o No benefits provided o No lodging provided o Not eligible to drive DHA vehicles

Equivalencies – Put best intentions behind the stock phrase “an equivalent combination of education and experience.” Applicants may achieve minimum qualifications through any combination of a) academic courses + volunteer experience, b) vocational training + military experience, or c) work experience + personal experience.

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 3 Page | 2 Recruiting and Hiring Two classifications will be used to establish criteria for temporary student positions. These will include:

• Short Term Over 18 o Minimum of 18 years old o Letter of enrollment or proof of registration from school required

SCREENING CANDIDATES INITIAL SCREENING

• which applicants are unqualified, • which applicants meet minimum qualifications, • which applicants are better qualified, and • which applicants will continue in the selection process.

• Short Term Under 18 o Minimum of 16 years old o Letter of enrollment from school required o Classified as temporary full-time or part-time employees and will be added to the payroll

o Classified as temporary full-time or part-time employees and will be added to payroll

o The work schedule will be determined at X number of hours for X number of weeks. Rehiring after a break in service or termination will require re-application and re-verification of school enrollment. Maximum of 1,000 work hours per 12-month period.

The HR Representative will involve others in screening to interpret minimum qualifications consistently. When assessing minimum qualifications, consider the following.

o No benefits provided o Local lodging may be provided o Not eligible to drive DHA vehicles

The initial screening will be conducted by the HR Representative(s) and provides a fair, uniform, and consistent pre-employment process to help determine:

o Work schedule will be determined at X number of hours for Y number of weeks. Re-hiring after a break in service or termination will require re-application and re-verification of school enrollment. Maximum of 1,000 work hours per 12-month period.

Benefit of the doubt – Give all applicants the benefit of the doubt if uncertain that the minimum qualifications for the position have been satisfied. This doesn’t mean marginal performers need to be considered. Rather, it means the hiring manager can delay a decision until the applicant is better assessed using added information from other selection procedures, including obtaining verification of employment and contacting personal and professional references.

BASIC SCREENING

Qualified: means the applicant meets the minimum qualifications for the position. The applicant has the competencies required at entry and appears to have few or none of the desirable qualifications. Not Qualified: means the applicant does not meet the minimum qualifications for the position, The applicant doesn’t have the necessary competencies required at entry.

THE VETERANS’ EMPLOYMENT PREFERENCE ACT

The selection process and criteria must ensure fair and equitable treatment of all applicants and employees and not disqualify them if they have disabilities that prohibit or limit their ability to perform nonessential or marginal job functions. The Americans with Disabilities Act of 1990 requires Delta Health Alliance to make reasonable accommodations for known physical and mental limitations of otherwise qualified individuals who are applicants or employees, provided such accommodations do not cause undue hardships to DHA. Qualified individuals with disabilities are persons with disabilities who meet the job-related requirements of a job position and who can perform the essential functions of the position with or without reasonable accommodations. A person with a disability is considered an individual with a physical or mental impairment that substantially limits one or more major life activities, has a record of such impairment, or is regarded as having such impairment. Disability is defined as a physical or mental impairment that substantially limits one or more major life activities; a record (or history) of such an impairment; or being regarded as having a disability. The ADA Amendments Act of 2008 sets forth rules of construction to use when determining if an individual is substantially limited in performing a major life Equalactivity.employment

THE PERSONS WITH DISABILITIES EMPLOYMENT PREFERENCE ACT

The HR Representative groups the applications submitted and, based upon a review, rates the applicants into Bestcategories.Qualified: means the applicant exceeds the minimum qualifications for the position. The applicant has the competencies required at entry and appears to have “desirable qualifications” for the job.

Delta Health Alliance will take affirmative action to recruit, employ, and advance the employment of minorities, women, disabled veterans, and veterans of the Vietnam Era. Reasonable accommodations will be made for otherwise qualified disabled veterans and persons with disabilities in accordance with Sections 503 and 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990.

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 3 Page | 3 Recruiting and Hiring Equating education and experience – There is no magic formula for equating education and experience. The hiring manager should look at the complexity and level of the necessary competencies as the major basis for deciding equivalencies. Contact the HR Representative for assistance.

Notes will be kept in the hiring software, and the top-ranked applications will be shared with the hiring DHAmanager.iscommitted to building a diverse workforce. The use of any of the screening tools recommended above encourages objectivity by providing a quality or numerical evaluation methodology in evaluating applicants.

opportunity does not guarantee an employee any rights not otherwise provided by law.

The HR Representative will provide the top-ranked applications to the hiring manager and will schedule the interviews with the selected candidates. The interview committee will be composed of the HR Representative, the hiring manager, and one other person. The HR Representative will lead the interview, and all members will document each interview on the Applicant Rating form for submission to the HR Representative at the end of the interview. No interviewer will ask applicants any questions which may be discriminatory or are prohibited by state or federal law. Federal laws and regulations applicable to employment discrimination include, but are not limited to, Title VII of the Civil Rights Act of 1964, the Equal Employment Opportunity of 1972, the Rehabilitation Act of 1972, the Americans with Disabilities Act of 1990, the Age Discrimination in Employment Act, the Older Workers Benefit Protection Act and the Uniform Guidelines on Employee Selection Procedures. Unless job-relatedness can be established as a bona fide occupational qualification, interviewers will not ask applicants leading questions regarding the following non-exhaustive areas: age or date of birth, arrest or conviction records, credit or garnishment records, family matters such as number and age of children, childcare requirements, marital status, health history, political affiliation or religious preference.

FINALIZING THE HIRE

Proof of Eligibility: A certified copy of the veteran’s discharge papers and separation record or certification from the Veterans Administration or the Department of Defense will be accepted as proof of veteran status. Applicants requesting disabled veteran status shall provide proof of disability certified by the Veterans’ Administration or such forms as may be required by DHA.

• Background Check – Due to the sensitive nature of DHA work, a background check is required for all employees. A third-party administrator will be used to conduct the background check and assure all background checks are compliant with applicable laws, such as the Fair Credit Reporting Act. The information that may be collected includes, but is not limited to, criminal background, employment history, education, credit, and professional and personal references. If the background check reveals information that was not on the employment application or other

APPLICANT INTERVIEWS

The HR Representative will notify the hiring manager of the candidate deemed most qualified and will request approval from the appropriate VP to hire that person. The HR Representative will confirm the salary with the Associate VP of Human Resources and the Executive VP of Operations, then send an official written offer to the applicant, including in the letter the salary, job title, supervisor’s name and start date, and an explanation about the required background check, drug screening, and the Introductory Period.

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 3 Page | 4 Recruiting and Hiring Veteran: A person who has served in the active Armed Forces of the United States for a period of ninety days during a period of war or armed conflict and was granted an honorable discharge therefrom; or was discharged from for a service-connected injury in less than ninety days. (Mississippi Code Annotated § 25Disab9-301(a)).ledVeteran: A veteran whom the Veterans Administration has certified within the last ninety days to have a service-connected disability. (Mississippi Code Annotated § 25-9-301(b)).

• Reference Checks and verification of licenses and certifications, if applicable, will be handled by the HR Representative before the beginning of employment.

Under the Immigration Reform and Control Act of 1986, Public Law No. 99-603, November 6, 1986 (IRCA), it is unlawful for an employer in the United States to hire an alien or to continue employing an alien, knowing the alien is unauthorized. It is also unlawful for an employer to employ any individual without complying with certain provisions for verification of both identity and eligibility for employment. To comply with IRCA,

Any permanent employee who retires, quits, or is terminated voluntarily or involuntarily from Delta Health Alliance may be considered for rehire after not less than a six-month separation from DHA, provided the employee:

REHIRE ELIGIBILITY

• Drug Screen & Motor Vehicle Records - Drug screening and Bureau of Motor Vehicle records may be key components of the hiring process where required. These are very important if the job involves driving. The insurance company used by Delta Health Alliance conducts its own DMV checks on individuals authorized to drive DHA owned vehicles. If the position requires driving, the /HR Representative is to ensure the candidate has a good driving record and is properly licensed.

Recruiting and Hiring negative information, the candidate will be informed of the information and that the evidence may be grounds to withdraw the job offer. The candidate will be given an opportunity to correct or challenge the information. Information regarding the background check will be used by DHA only as a part of the employment process and will be held confidential by HR. Convicted felons are prohibited from employment.

• Was not terminated for illegal or unethical behavior;

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 3 Page |

• Was not terminated for non-performance or job abandonment;

• Had a positive job performance each of the last two years of service; and

INTRODUCTORY PERIOD AND EMPLOYMENT ORIENTATION

The Introductory Period (first 90 days of employment) for DHA employees is to establish basic competency for each employee. The Introductory Period shall be passed successfully with the establishment of the following: • completion of an orientation program and appropriate training,

• a waiting period for benefits, and • demonstration of core competency for the position by the end of the Introductory Period. The hiring manager and HR Representative will coordinate new employee orientation to be scheduled within the first three days of employment. At that time, the employee will be provided with all necessary HR/payroll forms to be completed. This policy does not establish any kind of contract of employment with the employee either before or after the Introductory Period. All employment with DHA remains at will at all times.

• Left DHA in good standing.

Driver’s license and vehicle insurance information will be provided upon employment with DHA and as changed or updated.

Exceptions to the 6-month rule may be made in certain circumstances where there was an involuntary termination due being in an unpaid, unprotected status for over three days, a reduction in workforce, or grant termination so long as the employee has not made withdrawals from the retirement system. It is DHA’s intent to comply with the IRS regulations requiring a bona fide separation from employment in order for an employee to withdraw money from the company’s retirement system.

IMMIGRATION REFORM AND CONTROL ACT OF 1986 (IRCA)

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 3 Page |

Recruiting and Hiring employers must examine certain documents after an individual has been hired (the term “hire” under IRCA means the actual commencement of employment for wages or other re-numeration) and attest on a form

Leland Medical Clinic: Hiring and recruitment are based on vacant positions and demand in the service area for each position. LMC reviews and assesses the service area for primary care, behavioral health, social services and wellness needs and demands.

call the Form I-9 Employment Eligibility Verification that the documents provided by the employee have been examined and that they establish both the employee’s identity and eligibility for employment. The employer must retain the Form I-9, which is subject to inspection by both the U.S. Immigration and Naturalization Service (INS) and the U.S. Department of Labor (DOL). IRCA also prohibits discrimination against applicants and employees because of national origin or citizenship status in matters involving hiring, recruitment, job referrals where a fee is involved and discharges. However, persons lacking lawful status are not protected.

• Temporary – A temporary employee is one who is employed on a full-time or part-time basis for less than six months. Temporary employees are entitled only to those benefits required by statute; however, temporary employees are not eligible for holiday pay.

• Salary Classifications – 1) An exempt employee is one who is paid on a salary basis and meets the qualifications for exemption from the overtime requirements of the Fair Labor Standards Act (FLSA). 2) A non-exempt employee is paid on an hourly basis and does not meet the qualifications for exemption from the overtime requirements of the FLSA. A non-exempt employee is required to report an accurate record of hours worked, and DHA is required to maintain the record of hours worked. DHA will compensate non-exempt employees in accordance with applicable federal and state law and regulations. DHA pays 1 ½ times a non-exempt employee’s regular pay rate for actual hours worked in a week in excess of 40 hours.

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 4 Page | 1 General Employment GENERAL EMPLOYMENT

CLASSIFICATION OF EMPLOYEES

• Regular Full-time – A regular full-time employee is one who is scheduled to work 40 hours per week regularly and is eligible for all employee benefits.

LEVEL OF EFFORT/HOURS WORKED Employees are required to record in the DHA time entry system the hours worked on a bi-weekly basis, according to the annual pay schedule established and communicated annually by the payroll manager. All hours worked, hours applied to annual/medical leave, and holiday hours are to be entered into the time entry system as scheduled.

Record-keeping of time serves two purposes:

All employees are classified as either regular or temporary. Regular employees are employees hired without a specific termination date. Temporary employees are employees whose positions at the time of hire is for less than six months. Terms of employment will depend on DHA’s needs, and, in no case, will a temporary position be construed as being a contract for a definite period of time.

STATEMENT OF EMPLOYMENT

Reference to policies, rules, and regulations by Delta Health Alliance does not give any employee tenure nor create a right to employment for any definite length of time. Characterization of employment as either probationary or permanent does not create a right of any employee for any definite length of time. All employees who are not under an Employment Agreement are at-will employees and may terminate their employment or may be terminated by DHA pursuant to the applicable state and federal laws. DHA attempts to hire qualified staff with broad capabilities. There may be occasions due to program changes or loss of funds, when it may be necessary to initiate layoffs. In such cases, it is the intent of DHA to attempt to avoid abrupt, arbitrary, and unfair actions whenever possible.

• Regular Part-time – A regular part-time employee is one who is working less than 32 hours per week regularly and is eligible for some employee benefits, including reduced annual and medical leave A regular part-time employee who works less than 20 hours per week is not eligible for employee benefits, other than holiday pay on a rate proportionate to the hours they work.

INSURANCE

Delta Health Alliance maintains insurance policies to protect the organization, equipment, and employees. These include workers’ compensation, general liability, commercial property, computer, directors and officers, publishers’ errors and omissions, non-owned automobile liability, employment-related practices, liability, and others as needed.

If an employee is approved by their supervisor and appropriate VP for a Flexible Work Option, the flexplace/telework agreement will detail the alternate workplace and requirements. The employee will comply with all DHA rules, policies, and procedures that would be in effect if the employee were working at a DHA facility.

• For non-exempt employees, the level of effort for grant purposes is recorded. Also for nonexempt employees, payroll is based on the hours entered. Overtime, if applicable, is calculated from hours entered.

OFFICIAL DUTY STATION

General Employment

OPEN DOOR All Delta Health Alliance employees are encouraged to provide input and suggestions concerning the overall operation and programs of DHA, following the proper channels of communication. An employee should initially bring their comments to the immediate supervisor. In cases where that may be inappropriate, employees may approach the CEO.

• For exempt employees, the level of effort for grant purposes is recorded. For exempt employees, payroll is not based on the hours entered; payroll is calculated as annual salary divided by the number of pay periods in the year.

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 4 Page | 2

CHAIN OF COMMUNICATION

The Board of Directors of Delta Health Alliance is responsible for setting policies for its employees. The Board employs the CEO to whom it delegates responsibility for the daily administration of DHA. The CEO directs and delegates responsibilities to the management team. The management team is responsible for employees under its supervision. DHA’s open-door policy encourages employees to direct suggestions or concerns to supervisors, who will then communicate with the CEO. No employee should communicate directly with a Board member(s) unless authorized by the CEO.

MOVING/RELOCATION REIMBURSEMENT

Delta Health Alliance does not reimburse employee moving/relocation expenses. An exception to this policy requires the approval of the CEO or Executive VP.

classification change;

application

• signed acknowledgment of receipt of Employment Practices Policies and Procedures manual/confidentiality agreement.

• all disciplinary actions;

U. S. Department of Justice Immigration and Naturalization Service Employment Eligibility Verification Form I-9s will be maintained in a separate file and shall be kept confidential.

praise

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 5 Page | 1 Personnel Records

• documentation of orientation, training, and staff development; and

• •

PERSONNEL RECORDS

DHA will maintain a personnel file for each employee. These files may be kept electronically as HR sees fit. Each file may include the following:

Complaints, allegations, and investigation documents of the Fair Employment Law will be maintained in a separate file. All personnel files and any other confidential information will be kept locked. Employees may review their own personnel records and may copy, but not remove, documents in the file. Reviews by employees must be requested in writing to HR and will be scheduled at a mutually convenient time. Employees who believe any file material is incomplete, inaccurate, or irrelevant may submit a written request for file revisions to the HR Representative for review by management. If the request is not granted, the employee may place a written statement of disagreement in the file and make a complaint to their supervisor. Disciplinary records, including related statements, shall not be purged but shall remain a part of the personnel file for the duration of the Personnelfile. records shall be kept for at least three years after employee termination and longer if required by the funding agency.

• employment and resume;

• any or

• letters of or

criticism;

status

• Personnel Action Report (PAR) – a document to record pertinent employee personal information (e.g., name, social security number, address), salary, full-time equivalency, and changes as they occur. The PAR is used as a guide for payroll and benefits;

performance evaluations;

• copies of transcripts, certificates, and licenses (when applicable);

diplomas,

job description;

Employee benefits information and payroll information, including tax forms and deductions, will be maintained in a separate file and shall be kept confidential.

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 6 Page | 1 Termination

TERMINATION

When employment ends, the HR Representative will notify the employee, via a letter, of information required for a smooth exit including, but not limited to, benefits continuation and retirement. All supplies, materials, and work products of an employee purchased by Delta Health Alliance shall be returned to DHA upon employee termination. Upon confirmation that DHA property has been returned, an employee’s final paycheck will be released immediately if the employee’s last paycheck has been processed or with the next scheduled payroll if the employee’s last paycheck has not been processed. Any remaining unused annual leave an employee has on record will be paid on the last payroll as long as the employee leaves in good standing with a minimum two-week notice provided for resignations; unused medical leave is not paid upon termination. Please note that leave does not accrue on an employee’s last payroll nor is annual leave approved after notification of termination is given. Annual leave may not be used to extend the employment period after the employee’s last day on duty. When no longer employed by DHA, previous employees will be treated as any other guest/non-employee in DHA buildings. If there is a need to retrieve personal belongings, the supervisor will arrange for terminated employees to return to the building, and someone will remain with them while they are in the building. Remaining on the property or returning for subsequent visits should be at the invitation of management.

INSURANCE FOR EMPLOYEES

PROFESSIONAL INSURANCE

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 7 Page | 1 Insurance

Delta Health Alliance provides group health, dental, life, long and short-term disability and vision insurance plans to all regular full-time employees who work 30 hours a week or 130 hours in the first month in compliance with the Affordable Care Act. Coverage is offered either on an individual or dependent/family plan, in which DHA pays a portion of the individual monthly premium based on each insurance plan. The employee pays their portion of the monthly premium through pre-tax payroll deductions.

As a result of extended absence due to injury or illness or in the event that an employee is on military leave or other leave of absence, an employee may be eligible to continue insurance coverage by paying the monthly premium. Employees are urged to consult the website of the insurance carrier for details of the plan benefits. Group insurance is an employee benefit in which an employee is not required to enroll.

EMPLOYER-OFFERED INSURANCE

As a result of termination or reduction in work hours, the employee may be eligible to continue coverage through the COBRA benefit. DHA complies with the federal Consolidated Omnibus Budget Reconciliation Act of 1985, P.L. 99 272 and later amendments, otherwise known as COBRA. Covered employees and dependents who lose insurance coverage for any of the following reasons are eligible to continue coverage through COBRA: termination of the covered employee’s employment, reduction in the covered employee’s working hours, divorce or legal separation, death of the employee, eligibility for Medicare or loss of dependent child status under the insurance plan. All administrative rules and processes, as well as changes in plan benefits and premiums, apply to those on continuation Incoverage.theevent of divorce or legal separation or the loss of dependent child status under the plan, a covered employee or dependent must notify the HR Director within 60 days to maintain the right to continue coverage. At that time, the HR Director will notify the COBRA administrator, who will contact the employee or covered dependent.

Delta Health Alliance provides retirement benefits through a 401(k) plan for all employees who satisfy the minimum service requirement of 1000 hours per year. DHA contributes a percentage, specified by the plan, of each employee’s wages into the plan; employees may also make contributions through payroll deferral and receive DHA matching funds as specified by the plan.

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 8 Page | 1 Retirement

RETIREMENT

FLEXIBLE SPENDING ACCOUNTS



Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 9 Page | 1 Flexible Spending Accounts

Delta Health Alliance allows employees working at least 20 hours per week to voluntarily set aside a portion of their earnings on a pre-tax basis through Flexible Spending Account (FSA). The annual limits are established each year by the Internal Revenue Service. In accordance with the employee’s election, funds are placed in one or both of the following accounts: Medical FSA for reimbursement/payment of medical expenses not covered by insurance, and Dependent Care FSA for reimbursement/payment of childcare for qualified dependents.

Part-time employees will receive holiday pay of pro-rated hours based on FTE equivalency and normally scheduled hours.

All employees must be present for work or in full day approved paid leave status on the last regularly scheduled workday before the holiday and the first scheduled workday after the holiday to be eligible for full holiday pay. Employees on a full day, unpaid leave status shall not be paid for a holiday. Any employee who has submitted a notice of resignation, other than an employee who is retiring, shall not be eligible for holiday pay unless the employee returns to work after the holiday. Any employee requesting to use Medical Leave for the day before or after the holiday must provide a valid appointment card/return to work note from a doctor's office prior to submission of the time sheet. An employee who provides a valid medical excuse but does not have a full day of medical PTO available may be compensated only for a portion of the holiday. Annual leave may be used but must be requested and approved at least 48 hours in advance. Any employees beginning work on November 1 or later will be granted an alternate holiday schedule for the remainder of that year.

Temporary employees are not eligible for holiday pay.

Delta Health Alliance Policies and Procedures Manual Employment Practices HOLIDAYS

Page | 1 Holidays

Full-time employees will receive pay for holiday days based on their normal schedule, including exempt employees who work an alternative schedule as pay is based on annual salary, not time entry.

Delta Health Alliance closes its offices and ceases regular business functions and activities in observance of some holidays and at other times approved and announced by the CEO. DHA issues the annual holiday schedule before the beginning of each calendar year. A holiday calendar will be maintained online through the Human Resources Information System and is different for each department based on business need.

Permanent employees who work less than 32 hours per week but at least 20 hours per week earn annual leave credit at half of the full-time accrual rates shown above. Employees consistently working less than 20 hours weekly will not accrue annual leave.

Annual leave credit is earned proportionally according to employment status and computed based on continuous service, requiring paid status for the entire pay period. Failure to be in paid status for the entire pay period will result in no earned leave for that period. Employees begin accruing annual and medical leave on their start date, and employees may begin taking annual leave thirty (30) calendar days after their start date. A DHA Executive Vice President or Vice President must approve any time off requests in the first thirty calendar days. The following monthly and annual accrual rates are based on employment of 40 hours per week for twelve calendar months annually. Continuous Accrual Rate Service Per Pay Period Days Per Year 1 month to 3 years 6 hours 19 ½ days 37 months to 8 years 7 hours 22 ¾ days 97 months to 15 years 8 hours 26 days 15 + years 9 hours 29 ¼ days

REQUIREMENT TO USE ANNUAL LEAVE Employees are not allowed to “store” leave, i.e., take time off without pay, electing to save leave for a later date or purpose. Employees are required to report at least their FTE (full-time equivalency) each week. If available, an employee must use appropriate leave for any unworked time. If an employee has exceeded their available leave, that employee should request counsel with their manager immediately.

REQUESTING ANNUAL LEAVE Annual leave may be used for any reason. Employees must request leave by notifying their supervisor. Annual leave may only be taken at times agreed upon by employees and their supervisor and must be approved in advance, except when annual leave is requested for medical or unforeseen reasons.

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The supervisor may deny annual leave if the employee’s absence would unduly affect the functioning of the unit. A supervisor may specify that annual leave only be taken based on departmental needs and schedules. Leave requests of two or more consecutive weeks must be requested at least two weeks in advance and approved by the employee’s supervisor and appropriate DHA Vice President.

ANNUAL LEAVE

PART TIME LEAVE

Annual leave with pay is earned by regular full-time and part-time employees working at least 20 hours per week based on their employment status and length of annual employment periods including exempt school-based employees. Non-exempt school-based employees and Head Start and Early Head Start employees have different leave policies detailed later in this document.

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Annual leave is capped at 80 hours in total. Employees cease to accrue additional annual leave when they reach 80 hours. Once an employee with 80 hours of annual leave uses annual leave, they will again accrue leave until they reach 80 hours.

LELAND MEDICAL CLINIC Annual and medical leave for Leland Medical Clinic employees matches DHA; however, the clinic must maintain minimum medical and therapeutic staffing during normally scheduled business hours to receive patients. The clinic shall be staffed with a minimum of one nurse practitioner or doctor, one nurse, one admissions clerk, one administrator, and one therapist. Employees in these roles and the clinic supervisor shall coordinate employees’ schedules to ensure minimum medical and therapeutic staffing when the clinic is open.

Employees who have terminated employment with DHA for one week or more and later are re-employed will begin a new period of employment and will accrue annual leave according to accrual rates for one month to three years of service.

Planned leave requests must be approved by the clinic supervisor or the VP of Finance, and they will only be permitted so long as the minimum medical and therapeutic staffing requirements are met.

Upon termination of employment, unused annual leave will be paid if the employee leaves in good standing with a minimum two-week notice provided for resignations.

LEAVE PAID UPON TERMINATION

In order to coordinate with the school district’s holidays, DHA employees with Official Duty Stations at public schools receive holidays outside of the normal DHA policy. A holiday calendar will be maintained with Human Resources. Staff working at public schools receive 56 hours (7 days) of annual leave during the school year, not the calendar year. School-based employees may be given additional school holidays instead of annual leave to be determined by their department. Fellows also receive 60 hours (7.5 days) of medical leave during the school year. Fellows are granted a four (4) week sabbatical each year during the school summer break; the dates of the sabbatical are designated on an annual basis by the Project Director. Any employee who has submitted a notice of resignation, other than an employee who is retiring, shall not be eligible for sabbatical pay unless the employee returns to work after the sabbatical.

HEAD START AND EARLY HEAD START TEACHERS AND STAFF

NON-EXEMPT PUBLIC SCHOOL STAFF

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In order to coordinate with the daycares’ holidays, Head Start and Early Head Start Teachers receive holidays and medical leave outside of the normal DHA policy. A holiday calendar will be maintained online through the Human Resources Information System. To provide for the least amount of inconvenience and disruption to service possible, teachers will not receive annual leave. Teachers receive 60 hours (7.5 days) of medical leave during the calendar year. If the daycare does not meet due to inclement weather or other unforeseen circumstance, teachers will be compensated up to three (3 days) annually.

If school does not meet due to inclement weather or other unforeseen circumstance and school days are made up, employees assigned to schools are expected to attend make-up days.

LEAVE FOR PUBLIC SCHOOL AND HEAD START AND EARLY HEAD START TEACHERS AND STAFF

Unused medical leave accrued during the year will roll over to the next year. Medical leave is capped at 480 hours in total. Employees cease to accrue additional medical leave when they reach 480 hours. If an employee with 480 hours of medical leave uses medical leave, they will again accrue leave until they reach 480 hours.

REQUESTING MEDICAL LEAVE Medical leave may be used for doctor’s appointments for the employee or their dependent(s), outpatient or inpatient care, or other issues relating to the employee’s, minor child’s, spouse’s, or parent’s health and Anwell-being.employee may request planned medical leave thirty calendar days after their start date. Any time off requests in the first thirty calendar days must be approved by a DHA Vice President or Executive Vice

MEDICAL LEAVE

PART TIME LEAVE Permanent employees who work less than 32 hours per week but at least 20 hours per week earn medical leave credit at half of the full-time accrual rates shown above.

Continuous Accrual Rate Days per Service Per Pay Period Year 1 month to 3 years 2.5 hours 8 days 37 months to 8 years 3 hours 9 ¾ days 97 months to 15 years 3.5 hours 11 ¼ days 15 + years 4 hours 13 days

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Medical leave with pay is earned by regular full-time and part-time employees working at least 20 hours per week, according to employment status and length of annual employment periods. Medical leave credit is earned proportionally according to employment status and computed on the basis of continuous service, requiring paid status for the entire pay period. Failure to be in paid status for the entire pay period will result in no earned leave for that period. The following monthly and annual accrual rates are based on employment of 40 hours per week for twelve calendar months annually.

President. After thirty days of employment, employees should request leave by notifying their supervisor. Whenever possible, medical leave should be requested in advance. If an employee is suddenly unable to work due to illness or injury, they must notify their supervisor or a supervisor’s superior before leaving, and they should request leave for the time missed as soon as possible. Failing to show up for an assignment or leaving an assignment during work hours without notifying a superior will be reviewed, and the action may result in disciplinary action up to and including termination.

Upon termination of employment, an employee forfeits all unused medical leave. If an employee is rehired after one week or more, the employee will again accrue leave as a new employee.

Employees are not allowed to “store” leave, i.e., take time off without pay, electing to save leave for a later date or purpose. If an employee has exhausted all medical leave, annual leave should be used for time not worked due to illness. If an employee uses more than one day of medical leave, that employee must provide a doctor’s excuse to their supervisor. An extended period of time off due to medical necessity may qualify for short-term disability and/or Family Medical Leave (FML). Please contact an HR Representative or refer to the FML section for guidance.

DHA offers medical leave that, in most circumstances, allows ample paid medical time off for employees.

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REQUIREMENT TO USE MEDICAL LEAVE

LEAVE FORFEITED UPON TERMINATION

• to care for the employee’s spouse, child or parent who has a serious health condition;

An employee must utilize annual and medical leave when beginning FML. If this accrued annual and medical leave is not sufficient to cover the entire period of FML, an unpaid leave of absence will be granted for the remainder of the 12-week leave period. Annual and medical leave will not be earned for any pay period in which the employee is not in paid status for the entire pay period.

An employee may request and be granted intermittent leave or a reduced work schedule for FML.

DEFINITION

• the placement with the employee of a child for adoption or foster care and to care for the newly placed child within one year of placement;

The employee requesting FML must provide the HR Representative with documentation from a physician of a serious health condition for the employee’s own health or the health of a family member.

BENEFITS DURING LEAVE

• 26 workweeks of leave during a calendar year to care for a covered servicemember with a serious injury or illness if the eligible employee is the service member’s spouse, son, daughter, parent or next of kin (military caregiver leave).

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UTILIZE PAID LEAVE FIRST

DOCUMENTATION FOR LEAVE

FAMILY AND MEDICAL LEAVE

• the birth of a child and to care for the newborn child within one year of birth;

• a serious health condition that makes the employee unable to perform the essential functions of their job; • any qualifying exigency arising out of the fact that the employee’s spouse, son, daughter, or parent is a covered military member on “covered active duty”; or

DHA will continue to pay the employer portion of the health, dental, vision, life, and disability plans for up to 12 weeks, whether the leave is paid or unpaid, for leave due to employee illness. The employee must contact the HR Representative for continual payment of the employee portions of the insurance premium payments while on FML. An employee who fails to return to DHA employment at the end of approved FML will be liable to reimburse DHA for insurance premiums paid for the employee during the leave unless the failure to return is due to the continuation, recurrence, or onset of a serious health condition or something beyond the employee’s control.

As defined by the Family and Medical Leave Act of 1993, Family and Medical Leave entitles eligible employees to take unpaid, job-protected leave for specified family and medical reasons with continuation of group health/dental/vision coverage under the same terms and conditions as if the employee had not taken leave. Eligible employees as defined by that act are entitled to 12 workweeks of leave which may be used in a 12-month period measured forward from the time of the first FML date as approved by the FMLA:

In the case of a serious health condition, documentation must include: 1) the date on which the serious health condition began, 2) the probable duration of the condition, 3) appropriate medical facts regarding the condition and that the employee is unable to perform their job duties, 4) if appropriate, a statement that the employee is needed to care of a spouse, parent or child (along with an estimate of time required) and 5) in the case of intermittent leave, the dates and duration of the treatments to be given. If the validity of the documentation provided is questioned by the HR Representative, they may require, at DHA’s expense, that the employee obtains the opinion of a second health care provider designated or approved by the HR Director. The selected health care provider cannot be an employee of DHA or one of DHA’s program partners. Upon return to work, the employee must present medical documentation to indicate the ability to return to work.

In the case of childbirth or placement of a child through adoption or foster care, documentation must include: 1)documentation by the attending physician in the case of childbirth or verification by a judge in the case of placement of a child for adoption or foster care and 2) the probable duration of the leave requested.

FOR EMPLOYEES NOT COVERED BY FML

If an employee is unable to be at work due to personal or family medical reasons, has no annual or medical leave to use, and is not covered by job-protected Family and Medical Leave, they may be granted up to 3 days of unpaid, unprotected leave. After 3 days in unpaid, unprotected status, the employee will be terminated, but will be eligible to apply for re-hire after deemed able to return to work by appropriate physician’s documentation.

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BEREAVEMENT LEAVE

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An employee who is absent during a regularly scheduled workweek due to the death of a spouse, child/stepchild, or parent/stepparent may receive paid bereavement leave for reasonable and customary days absent, not to exceed five regularly scheduled workdays.

An employee who is absent during a regularly scheduled workweek due to the death of a grandparent, grandchild, parent-in-law, foster parent, brother, sister, brother/sister-in-law, son/daughter-in-law may receive paid bereavement leave for reasonable and customary days absent, not to exceed three regularly scheduled workdays.

Bereavement leave with pay is available to regular full-time and part-time employees working at least 20 hours per week. Employees who work less than 32 hours per week but at least 20 hours per week will receive bereavement leave pay based on a pro-rated basis of the employee’s full-time equivalency.

An employee is to notify their supervisor promptly upon receipt of a jury summons and subsequent notice of jury selection to serve as a juror. If an employee is selected for jury duty, DHA will pay their normal pay for up to two weeks. Jury duty that exceeds two weeks in duration will be reviewed on a case-by-case basis. The employee will provide DHA with documentation of jury service.

While Delta Health Alliance does not provide paid leave to vote, DHA does encourage all employees to exercise their right to vote and allows time off to do so.

JURY DUTY LEAVE AND VOTING LEAVE

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JURY DUTY

VOTING LEAVE

Delta Health Alliance provides military leave to regular full-time and part-time employees working a minimum of 20 hours per week in compliance with federal and state laws, including the Uniformed Services Employment and Reemployment Rights Act (USERRA).

An employee with a leave between 31 and 180 days must apply for reemployment no later than 14 days after completion of uniformed service. An employee with a leave longer than 180 days must apply for reemployment no later than 90 days after completion of uniformed service.

The returning employee will be reemployed in the job that they would have attained had they not been absent for military service, with the same seniority, status, and pay, as well as other rights and benefits determined by seniority (escalator position). DHA will make reasonable efforts (such as training or retraining) to enable the returning service member to refresh or upgrade their skills to assist them in qualifying for reemployment. However, certain exceptions apply, and a service member may be placed in an alternative reemployment position if they cannot qualify for the escalator position.

Reporting or application deadlines are extended for persons who are hospitalized or convalescing because of an injury or illness incurred or aggravated during the performance of military service.

The reemployed service member is entitled to the seniority and rights and benefits based on seniority that they would have attained with reasonable certainty had they remained continuously employed.

• Leave for Annual Training – An employee who is a member of the Reserves or the National Guard may be granted a leave of absence to participate in annual Reserve or National Guard training. The employee will be granted the minimum amount of leave needed to meet the minimum training requirements of their unit. The employee may elect one of the following options related to pay: 1) the employee may take paid annual leave and also retain their military pay, 2) the employee may surrender their military pay to DHA, receive regular pay for time absent and take annual leave at a later date, or 3) the employee may take an unpaid leave and retain military pay. The employee must provide DHA with documentation of the annual training.

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 17 Page | 1 Miliary Leave MILITARY LEAVE

• Leave for Military Service – An employee who performs service in the uniformed service may be granted a leave of absence to participate in military service. Under USERRA, uniformed services consist of the U.S. Army, Navy, Marin Corps, Air Force and Coast Guard and their Reserve components, the U.S. National Guard, the Commissioned Corps of the Public Health Service and any other category of persons designated by the President of the United States in time of war or emergency. The employee must provide DHA with documentation of service requirement.

An employee will be granted leave as required to complete the military service for up to five years of cumulative uniformed service-related absences. Some special categories of military service are exempt from the five-year limit.

An employee with a leave of fewer than 31 days must report back to work by the beginning of the first regularly scheduled work period after the end of the last calendar day of service, plus the time required to return home safely and have an eight-hour rest period.

If an employee’s health plan coverage will terminate because of an absence due to military, they may opt to continue existing health, dental, and vision plan coverage for up to 24 months after the absence begins or for the period of service (plus the time allowed to apply for reemployment), whichever period is shorter. This coverage will be available through the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) benefit.

• Get a COVID test.

• They have a positive COVID-19 test.

• Quarantine or isolate as appropriate until the person receives a negative test result or 10 days after exposure with all symptoms (including fever without the use of fever-reducing medication) resolved for at least 24 hours.

The employee should provide documentation of any doctor visits (e.g., doctor’s note excusing the employee’s absence) or COVID tests to HR when they return to work. The employee must use medical or annual leave while out of the office unless HR identifies alternative short-term leave. Leave without pay without termination may be allowed for patients ill with or in quarantine or isolation due to COVID 19 who follow all steps required by HR after medical and annual leave is exhausted. After exhaustion of all medical and annual leave and at least 30 days away from work, the employee may qualify for short term disability and, eventually, long term disability.

• They have symptoms consistent with COVID-19 that may include fever, sudden loss of taste and smell, difficulty breathing or shortness of breath, or flu-like symptoms.

• They have a COVID-19 exposure. Exposure is: more than 15 minutes within 6 feet of a COVID-positive person in a 24-hour period, direct exposure to respiratory secretions (mucous, phlegm, etc.) of a COVIDpositive person, or spending the night in a home with a COVID-positive person without isolation precautions. Failure to contact their supervisor or HR designee before or on the first day that the employee stays home may be considered abandonment of duties and subject to discipline up to termination. The HR designee will direct the employee to take certain steps, typically:

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COVID-19 and protocols for companies to deal with it are rapidly developing. DHA will follow CDC guidelines in implementing policies and procedures related to COVID. DHA will attempt to keep this policy up to date. The HR designee may deviate from this policy with an email or written notice to the employee and their supervisor documenting the most current COVID-19 leave policy.

As a public facing, community-based organization, Delta Health Alliance has a responsibility to reduce the risk of community spread of COVID-19 (and other illnesses). An employee should stay home from work and immediately contact their supervisor or the DHA Human Resources designee if:

COVID LEAVE

CERTIFICATIONS, LICENSURE, CONTINUING EDUCATION, AND PROFESSIONAL DEVELOPMENT

• The employee must have been employed for a minimum of twelve months before beginning the program.

• The course must be job-related and deemed of value to DHA by the executive staff.

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Delta Health Alliance (DHA) looks for opportunities for internal growth among its employees; it strongly supports employees who wish to continue their education to secure increased responsibility and growth within their professional careers. Employees are encouraged to identify educational opportunities including online courses, conferences, certifications, and college courses and degrees that could support their work at DHA. These educational programs will be reimbursed based on company need after the supervisor discusses grant need and employee placement with the CEO or Executive VP. Employees interested in information on this program should contact HR at askhr@deltahealthalliance.org or at 662-686-3443 (HR Helpdesk).

In keeping with this philosophy of employee growth, DHA has established a reimbursement program for tuition expenses incurred through approved institutions of learning. The following conditions must be met.

COLLEGE COURSES AND DEGREES

• The employee must be in good standing. If an annual review has been filed, it should be a score of at least 1.0.

• The employee must complete coursework outside normal work hours. No time will be given for coursework during work time hours. DHA will reimburse up to a maximum of 50% of tuition costs or $5,000 (whichever is the lesser) per year incurred by an employee for continuing education through an accredited institution of higher learning in Mississippi that either offers growth in an area related to their current position or might lead to promotional opportunities. Only the DHA CEO may override the restriction to Mississippi higher learning institutions. Education may include college credit courses or a college degree that meets the requirements above. Reimbursement will only be made to those classes receiving at least a 3.0 or “B” grade. Expenses must be validated by receipts, and a copy of the final grade or certification must be presented to show hours or certification received. Tuition only and no other costs will be reimbursed. Tuition reimbursement is a taxable employee benefit; thus, any employee receiving reimbursement will receive a Form 1099 annually as record of reimbursement for taxable purposes.

TUITION/COURSEWORK REIMBURSEMENT

Tuition/Coursework Reimbursement

Employees will maintain certifications, licensure, or staff development hours necessary to perform their current work position at their own expense including required hours of continuing education. Occasionally training may be provided by DHA at its expense that meets continuing education requirements as an incidental benefit to employees. Certification and other training costs will be paid by DHA when management requests that an employee undertake a training, certification, or licensure process not required to maintain their current position. Verification of attendance will be required for any such training.

For every 30 credit hours completed in this manner, the employee must work for DHA, or an approved institution, an additional year past course completion. Reimbursement of lesser hours will require a commitment equal to the hours taken divided by 30 hours multiplied by 12 months. Example: If an employee takes 15 hours and is reimbursed for tuition, that person will be required to serve an additional six months with DHA or repay the reimbursement. Service obligation will begin at the beginning of the year following the last reimbursement. Any employee who resigns employment with DHA before fulfilling this obligation will be responsible for the repayment of reimbursement(s) to DHA.

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PROCEDURE

To receive a tuition/coursework/continuing education reimbursement, employees should follow the procedure below.

Tuition/Coursework Reimbursement

• Approval for reimbursement, provided all requirements are met, will be obtained by the Vice-President from the CEO or Executive VP, before enrollment. Executive staff will sign the letter, and Human Resources will retain a copy for the file.

• Before taking the course, the employee must provide their Vice-President with information about the course for which they would like to receive reimbursement in a letter of request noting dates, course(s), tuition costs, and a justification for the course(s). It is encouraged that reimbursement requests be submitted for approval as early as possible; DHA has limited annual resources for this benefit and, upon the allocation of those funds, no additional funds will be awarded for the year.

• After approval is received, the employee can enroll in the course and anticipate tuition reimbursement upon completion, provided requirements are met.

• After completion of the course, the employee should submit evidence of a passing grade or certification, along with the original letter of approval and a reimbursement request that includes a receipt for tuition and the grant information for charging the costs.

All work-related injuries and illnesses should be reported immediately to Human Resources. Even small, seemingly insignificant injuries left untreated can result in serious conditions. The HR Representative will complete an Accident Report, investigate the accident, and assure that appropriate corrective action is taken, if necessary. If you see any potential hazards that require attention, notify the HR Representative immediately.

Delta Health Alliance is committed to establishing and maintaining a comfortable and safe working environment and encourages employees to exercise safety precautions while conducting DHA business on and off-site. Safety is often taken for granted in an office environment: we should recognize that safety risks are present and take steps to reduce the risk of injury or illness. Safety is everyone’s responsibility.

WORKERS’ COMPENSATION

DHA provides workers’ compensation insurance, a type of accident and injury insurance, that provides payment for medical costs and compensates an employee for lost time or loss of life or dismemberment from an injury or illness arising in the course of work.

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As required

GOVERNMENT REGULATED BENEFITS by federal and state laws, Delta Health Alliance pays state unemployment taxes and Social taxes for all employees.

Security/Medicare

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DHA’s regular or supplemental salary policy shall not apply to employees of state-supported institutions of higher learning as a result of employment activities in support of any DHA initiative. The prohibition set forth in the preceding sentence shall not affect employees whose principal place of employment is DHA, but who also serve as appointed university faculty.

• current costs of living estimates for the region;

• changes in regional salaries for certain job skills,

• confidential information provided by project partners regarding their historical experience with pay scales for similar positions; and

• changes in the job descriptions of existing positions which would require different skill sets, or

• an incumbent’s employment is terminated, and recruitment for a replacement is necessary.

PAY SCHEDULE

DISTRIBUTION OF PAYROLL

The final salary recommendations will be made to the CEO or Executive VP and be subject for review and approval.

All employees are required to enroll in direct deposit of payroll. Checks will be issued electronically to employees whenever possible. Employees enrolled in direct deposit must view payroll “stubs” in the payroll/Time-and-Attendance system

Delta Health Alliance seeks to attract, motivate, and retain qualified individuals. DHA’s salary structure is designed to compensate individuals competitively compared to other employers in the marketplace and to ensure internal equity of employees in similar roles and is based on salary analysis conducted by a third-party source. Additionally, the following factors are considered when setting the salary structure at DHA. All salaries shall be set based on:

• a critical review of the minimum qualifications required for each position, including educational levels and prior experience, in addition to the ability to recruit qualified individuals;

In addition to the possible COLA, salary levels will be reviewed and adjusted periodically or when needed to account for the following:

• a review of current salary levels within our targeted service area, utilizing and documenting public resources;

• guidelines provided by PayScale (the source utilized by the federal government in determining fair wage rates) and limited to those allowed by the Health Research and Services Administration (HRSA) salary caps;

• discussions with community-based agencies doing similar work in the region and their experience with salary levels.

All employees are paid on a bi-weekly basis, including any overtime accrued for that time period where applicable. Non-exempt employees are paid based on time entry for the pay period which is the two weeks prior to the pay date week. Exempt employees are asked to certify time and are also paid for the two weeks prior to the pay date week. Regardless of time entry, exempt employees by law are paid an annual salary divided by the number of pay dates in a year.

SALARY AND PAYROLL

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• Changes in payroll must be submitted through the HR software.

• Any lost checks will not be reissued until the Friday after payroll giving seven business days for the mail to arrive.

• Any question concerning payroll should be submitted to the supervisor first, who may, in turn, contact the HR Representative.

• All physical checks will be mailed to the employee to the address on file. No checks may be picked up by anyone.

• Paystubs are the employees’ responsibility. They may be obtained through the payroll/Time-andAttendance system. W-2s and other tax documentation will be replaced once if not received by March 31 each year. After that time, W-2 copies are the employees’ responsibility.

• Direct Deposit information changes must be made by the last day of the previous payroll. It will take two weeks to process the change. Please see the Payroll Schedule for dates. Example: If you request a change of banks on October 1, your change will occur on the pay period that occurs after October 15.

Each employee’s evaluation will be a permanent part of their electronic personnel file. It is important to note that DHA reserves the right to conduct similar performance evaluations at its discretion.

All employees are eligible for an annual one-time merit-based performance payment contingent upon a positive performance evaluation. The amount of merit-based performance pay to be awarded will be determined in direct correlation to the relative strength of the employee’s overall performance evaluation rating. To be eligible for the merit-based performance pay, the employee must have been employed by DHA by October 1 of the rating cycle and score a total minimum of at least Satisfactory in the overall performance evaluation rating.

MERIT-BASED PERFORMANCE PAY

Each employee shall be required to complete a Conflict of Interest (COI) upon hire and annually as part of the performance evaluation process. This serves to notify the employee of their responsibility to notify DHA of a change in their status during the year. If a new COI shows a disclosed item, the CEO will be notified and an official response to the change will be placed in the employee’s personnel file. The performance evaluation will not be completed without the updated COI on file. Because the CEO directly influences the success and financial performance of the organization, it is imperative for the Board of Directors to set performance standards and objectively and fairly evaluate the performance of the CEO against those standards. The Board assessment/evaluation of the CEO will be conducted jointly by the Board chairman or their designee and the Board secretary.

MERIT PAY AND DATA RESPONSIBILITIES

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PERFORMANCE EVALUATIONS

DHA encourages promotions for existing employees. A merit increase in salary for an existing employee will be based on increased responsibilities of the position and outstanding service by the employee. An increase in responsibilities or assignments into a new position will require a review/evaluation after the first 90 days before a salary increase will become effective.

All employees will receive a written annual job performance evaluation during the final quarter of the calendar year. The employee is responsible for providing a narrative documenting accomplishments during the rating cycle. The employee’s supervisor will provide the rating, with appropriate approvals, and will conduct the appraisal; documentation of the rating will be maintained in the Workforce Go software.

The decision to award merit-based performance payment and the amount of award shall be determined by the CEO and will be based on the availability of funds. The CEO will include the budgeted amount of merit-based performance pay with the annual budget packet proposal for DHA Board review. In the event that DHA has funding insufficient to accommodate 100% of the merit-based performance pay, reductions in payments will be made across the board appropriate to the level of funding available.

Data responsibilities apply to any employee responsible for entry into the Efforts to Outcome (ETO) system and any project coordinator, manager, or director responsible for ensuring data quality of their respective staff or partner staff.

•Drafted Workplan and timeline for milestones.

• Complete data is defined as all data entered into ETO that is reflective of the efforts that took place during the month, including: o Attendance o Assessments or surveys o Dismissal dates and reason for dismissal o No duplicate data.

• 41% - 50% - Conducted six of the following activities:

Incomplete data reports without communication, resolution, or plan of action will be documented. Incomplete data reports in excess of 10% of total annual program reports may result in annual merit pay reduction.

The staff responsible for data entry and coordinator/manager/director will ensure that data for the program’s monthly report is entered and completed by the close of business (COB) on the last workday of each month.

• 31% - 40% - Conducted five of the following activities:

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• 5% - 9% - Reviewed and assisted with one to two sections, coordinated plans with project partners, coordinated with external researchers, determined reporting and application requirements or conducted data analysis planning.

•Prepared the statistical needs assessment or researched background data on targeted population.

• 10% - 20% - Conducted three of the following activities:

• Incomplete or missing data needs to be addressed before COB on the last workday of the month. The project coordinator/manager/director is required to contact the data team with any issues and communicate a plan of action with a timeline established before the first of the following month.

•Assisted in the development of project plans, goals, objectives and activities.

• 1% - 4% - Assisted with preparing utilization data, cost analysis, secured letters of support or signatures on the Memorandum of Agreement or served as a secondary reviewer offering suggestions for editing improvements and formatting.

RESEARCH INCENTIVES

•Served as lead author for Needs section.

The CEO has the option each year of allocating incentive payments to employees that were instrumental in assisting with the development and funding of successful new research projects to further the mission of DHA. This allocation, dividing up the 1.0% funds, shall be made according to the following guidelines. From that pool, funds shall be divided as follows:

•Served as lead author for the Methodology/Approach sections.

If an employee succeeds in obtaining extramural funding or external grants that the CEO or Board sees as enhancing the mission of Delta Health Alliance, the Principal Investigator (PI) or Project Director of each new federally funded competitive grant award will receive a research incentive payment equal to 50.0% of salary funding secured after the first 25.0% of salary and a cap of 25.0% of the DHA employee’s annual base salary. In addition, the CEO will have the option to set aside up to 1.0% of total direct costs in a discretionary fund to award individuals, other than PI’s, that were instrumental to the crafting of the successful proposal. The funds for research incentive payments will come from the indirect costs pool, with research incentive payments made at the time of receipt of the official Notice of Grant Award (NGA).

• 21% - 30% - Conducted four of the following activities:

•Drafted Abstract or project Summary.

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 23 Page | 3 Performance Evaluations o

•Served as lead author for Organizational Information.

•Drafted budget and prepared budget justification in compliance with Office of Management and Budget (OMB) regulations or developed promotions or market-based adjustments.

•Drafted staffing plan, job descriptions and updated resumes.

•Provided substantial fiscal or administrative grant support in the development of funded proposals.

•Prepared submission forms and submitted application on time and in compliance with all application requirements.

• Served as lead author for Evaluation and Technical Capacity.

•Developed plans for communications, dissemination of outcomes, and/or long-term sustainability.

•Drafted other required appendices for proposal submission.

•Development of proformas or long-term budget projections.

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 24 Page | 1 Promotions

opportunities to positions of higher responsibility for existing staff members will be limited only by the individual’s ambition, attitude, and qualifications in experience, education, and capabilities. Promotion is defined for this purpose as the movement of an employee to a higher-grade level either within the same department or to another department due to a change in duties and not due to a market adjustment in salary.

DHA believes in providing opportunities for its employees to advance within the organization. Promotion

3.The Executive VP will review the documentation, ensuring the proposed salary matches the market rate and the internal structure at DHA. The Executive VP will determine if the recommendation should be approved, modified, or denied. The salary offered for the new position will be determined primarily based on the employee’s qualifications for the new position and internal equity within the department or work group. Employees can choose to accept or decline offers without repercussions in their current position.

Any employee who has served in their current position for a minimum of 6 months and is in good standing is eligible for promotion consideration, assuming he or she meets the minimum qualifications for the position.

PROCEDURES

EMPLOYEE PROMOTIONS

2.The Vice President should submit a written request outlining the recommendation, along with the job description, to the Executive VP.

1.A Vice President wishing to recommend a promotion for an employee because of a change in job duties being performed should work with HR to review and revise the employee’s job description in accordance with that employee’s actual job duties, making note of major changes in responsibility that would warrant consideration of a promotion.

DHA emphasizes the confidentiality of client and company information. Failure to maintain confidentially is cause for immediate termination.

• I will not exploit the trust of the public or my co-workers. I will make every effort to avoid relationships that could impair my professional judgment.

• I will maintain confidentiality when storing and disposing of client records.

• I will abide by DHA’s policies regarding public statements.

Delta Health Alliance maintains the highest standards of ethics and integrity. DHA expects all of its employees to agree to and abide by the following adopted code of ethics.

• I will respect the rights and views of my colleagues and treat them with fairness, courtesy, and good faith.

• I will seek assistance for any problem that impairs my performance.

• If I have responsibility for employing and evaluating staff performance, I will do so in a responsible, fair, considerate, and equitable manner.

• I, upon termination, will maintain client and co-worker confidentiality, and I will hold as confidential any proprietary information I obtained concerning DHA.

• I will not discriminate against or refuse professional services to anyone on the basis of race, color, creed, age, sex, sexual orientation, religion, disability, or nationality.

• I will evidence a genuine interest in all persons served and will dedicate myself to their best interests.

• If I know a colleague has violated ethical standards, I will bring this to my colleague’s or supervisor’s attention.

WHISTLE BLOWER Delta Health Alliance’s code of ethics requires directors, officers, and employees to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. As employees and representatives of DHA, we must practice honesty and integrity in fulfilling our responsibilities and comply with all applicable laws and regulations. Employees are encouraged to report any violation of DHA policy or federal/state/local law. No supervisor, officer, or director of DHA may in any way retaliate against any employee for the report of a violation of DHA policy or violation of any applicable law.

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 25 Page | 1 Code of Conduct CODE OF CONDUCT

• I will not advise on problems outside the bounds of my competence.

• I will extend respect and cooperation to colleagues of all professions.

• I will correct, when possible, misleading, or inaccurate information and misrepresentation.

• I will accurately represent my education, training, experience, and competencies as they relate to my profession.

• I will not engage in or condone harassment or discrimination.

CODE OF ETHICS

• I will maintain a professional attitude and uphold confidentiality concerning individuals served, colleagues, applicants, and DHA.

• I will not use my professional relationship to further my own interests.

Stealing from Delta Health Alliance or its employees will not be tolerated. Work materials may not be removed from DHA premises without approval. DHA reserves the right to define “materials” in specific instances: generally, if it doesn’t belong to you, leave it in the office. Stealing is grounds for immediate termination and may cause DHA to bring criminal charges against the employee.

• Breach of confidentiality relating to employer, employee, partner, client, patient, or student information.

DISCIPLINARY ACTION

INSUBORDINATION

EMPLOYEE THEFT

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 25 Page | 2 Code of Conduct

Actions of an employee toward a supervisor or a member of upper management are classed as insubordination when those actions involve resistance to, defiance of, or unreasonable disrespect for management’s authority. In order for insubordination to exist, a directive must be given, must be reasonable, must be communicated with the proper authority, and clearly communicated to and understood by the employee who must then actually refuse to comply, verbally or by failure to act or otherwise indicate a lack of respect for management in the acceptance or commission of the directive. An employee may, in some instances, refuse to comply with a directive when it involves undue risk to the personal safety of the employee or illegal action.

• Discourtesy to a client, project partner, patient, student or parent, or the general public resulting in a complaint or loss of goodwill.

Desks, telephones, and computers are the property of Delta Health Alliance. DHA reserves the right to enter or inspect an employee’s work area including, but not limited to, desks and computer storage disks, with or without Undernotice.conditions

Disciplinary actions for performance or behavioral issues may include verbal, written, and final warnings, suspension, and termination. All of these actions may not be followed in all instances. Delta Health Alliance reserves the right to exercise discretion in discipline. Prior warning is not a requirement for suspension/ termination. Written warnings are placed in an employee’s personnel file. DHA reserves the right to take any disciplinary action it deems appropriate, including termination, at any time. In addition to those situations discussed elsewhere in this document, listed below are some examples where immediate termination could result. This list is general in nature and is not all-inclusive.

CONFIDENTIALITY

approved by management, telephone conversations may be monitored, and voice mail messages may be retrieved in the process of monitoring client service. All emails and computer files are also subject to inspection or monitoring at any time. Any private conversation overheard during such monitoring or private message

• Altering, damaging, or destroying DHA property or records or another employee’s property.

• Refusal or failure to follow directions from management.

INSPECTIONS

Delta Health Alliance emphasizes the confidentiality of client and organizational information. Failure to maintain confidentiality is cause for immediate termination.

DHA maintains a record of non-consumable items when purchased for home offices. The record includes the item(s) purchased, payment source used, and where or with whom it resides. Upon termination of an employee, technical support is informed in order to take possession of any items provided for the employee’s use but paid for by DHA. This procedure may also be completed with a change in status of duty station. The HR Representative will be responsible for making the notification to technical support. An employee’s final paycheck may be held until all items are returned.

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 25 Page | 3 Code of Conduct retrieved, which constitutes a threat against other individuals, can and will be used as the basis for termination for cause.

CONSULTANT FEES AND HONORARIUMS

SOLICITATIONS AND DISTRIBUTION

No employee may sign a legal document relating to their work and other Delta Health Alliance business without written permission from the CEO. The General Counsel shall approve and initial all legal documents prior to the CEO’s review and approval. The Executive VP shall have approval signature authority in the CEO’s absence or as designated.

All supplies, materials, and work products of an employee purchased by Delta Health Alliance shall remain the property of DHA after employee resignation, discharge, or layoff. The employee may retain any personal files, but work files and other documents shall remain with DHA.

WORK PRODUCTS AND FILES

Selling goods or services is prohibited during work time. Work time includes all time on the premises or in travel to and from DHA on official business, other than before or after work and during the lunch hour. Employees may leave order forms for children’s fundraisers in the break room. Delta Health Alliance does not allow solicitation on its property unless the CEO or Executive VP provides prior permission.

LEGAL DOCUMENTS

GIFTS AND GRATUITIES

Delta Health Alliance expects employees to decline gifts, gratuities, free trips, personal property, or other items of value from an outside person or organization as an inducement to provide services through DHA.

Employees are encouraged to participate in a variety of community and professional activities. In those instances, where an employee’s activities are part of their regular duties and responsibilities, any payment shall be turned over to DHA. All fees derived from DHA reports, activities, events, or speaking engagements while employed by DHA shall also be forfeited to DHA. In some instances, an individual may do work that is based on activities or experiences prior to or separate from their regular duties and responsibilities at DHA. To avoid an actual or appearance of a conflict of interest, any employee who engages in a remuneration activity in any field directly related to DHA’s programs must have prior approval by the CEO. The Board of Directors will review these issues for the CEO. No employee may formally represent himself/herself as a spokesperson for DHA without prior approval of their manager.

DHA employees may wear jeans on Fridays. The jeans should not be frayed or have holes and must be neat and in good condition. DHA t-shirts and polos may be worn with jeans on Fridays. Employees should keep their day’s schedule in mind before wearing jeans or dressing down on casual Fridays.

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 26 Page | 1 Dress Code and Office Appearance

DRESS CODE AND OFFICE APPEARANCE

DRESS CODE

All employees should select their business attire for meetings and contact outside of the office by the type of function that will be attended. Also, on occasion there may be a specific business reason to require that all employees dress in traditional business attire. In such instances, this will be communicated to employees in advance, and they will be required to dress accordingly. Our business appearance and image are important to us. However, we respect individual preference and choice in dress and appearance. We are confident that employees will use good judgment in following dress and attire guidelines. We ask that at all times employees make certain that their appearance is well groomed and clean, and that clothing is appropriate, neat, clean and well-fitting. While relaxed business attire is acceptable within the stated guidelines, we want to be sure our environment does not jeopardize professionalism and productivity.

DHA Employees that work outdoors during the summer months should maintain a conservative dress code that complies with the DHA dress code AND that of the school or partner where the work takes place. Shorts and t-shirts with short sleeves may be worn during the summer months. Shorts should be no higher than two inches above the knee. Tank tops are not permissible. Work clothes and shorts should not be worn in the DHA offices for longer than

Delta Health Alliance believes that your pride in both yourself and the company is reflected in your appearance and in the image you create. We feel that our business image is important and, therefore, request that our employees maintain standards of dress and appearance appropriate to both the organization as a whole and your individual position responsibility. Dress, grooming, personal cleanliness, and professional behavior standards contribute to the professional image we strive to present to our customers and visitors. Therefore, while performing duties for the Delta Health Alliance, employees are expected to dress in attire appropriate to the business environment and to always behave in a professional manner to best represent our business. Due to the nature of our business and our continuous community contact, the employees at Delta Health Alliance are always expected to dress themselves in a professional and appropriate manner. We have always enjoyed the privilege of a more relaxed dress or “Business Casual” dress code, but now find it necessary to provide more specific information on what items of clothing are more appropriate for our employees and the times that certain types of clothing may be required. Employees may dress according to the requirements of their position, however, our beliefs regarding business appropriate dress are that business is always first. This means that employees should keep their day’s schedule in mind. We recognize that different levels of dress may be appropriate for different occasions. As a general rule, when meeting with DHA partners, clinic patients, students and their family members, or outside visitors, appropriate business casual attire should always be worn except where it doesn’t make good business sense.

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 26 Page | 2 Dress Code and Office Appearance a quick trip in the office. If returning to the office after completing outdoor work, employees should follow the normal dress code.

If an employee is unclear about dress and appearance guidelines, he or she is encouraged to consult with Human Resources. If an employee reports to work in questionable attire or appearance, a notification and discussion will occur with the employee to advise and counsel him or her regarding the inappropriateness of the attire. Depending upon the circumstance, the employee may also be sent home with directions to return to work in proper attire. It is expected that any work time lost will be made up by the employee. Continued or frequent departures from these guidelines will not be permitted and employees who appear for work inappropriately dressed or groomed repeatedly will be subject to disciplinary action.

For men, casual business attire includes dress or sport shirts with collars or ties, polo shirts, tailored slacks, khakis or chinos, dress corduroy slacks and shoes with socks.

For women, casual business attire includes dress shirts, polo shirts, blouses, sweaters, traditional split skirts, casual dresses, tailored slacks, khakis or chinos, dress corduroy slacks, skirts, dresses or skorts. Leggings or jeggings may only be worn with tunic tops made of slack/loose material that fall to mid or lower thigh length; shoes may include heels, dress boots or booties, flats, or other casual shoes. Inappropriate attire or appearance includes:  Blue jeans of any color except on designated days;  Camouflage clothing of any type;  Shorts of any length, jogging suits, athletic leggings or sweat suits;  Sweatshirts, tank tops or oversized shirts;  T-shirts or logo clothing including but not limited to sport teams, cartoon characters, etc., unless otherwise specified;  Any clothing item displaying an offensive comment or graphic illustration;  Sundresses, tank tops, or other trendy wear including exceptionally short dresses or skirts and crop tops;  Flip-Flops, slippers or work boots (unless appropriate for work being performed);  Jewelry (or other objects of personal expression, such as visible tattoos) that is distracting, large or represents an unprofessional image as determined by Delta Health Alliance such as large chains, facial jewelry, nose rings, etc.;

 Dirty, ragged, ungroomed, sexually provocative, revealing or see-through clothing or appearance;  Hats or head-coverings indoors (unless worn for religious reasons or medical conditions); or  Any other attire or appearance Delta Health Alliance deems to be inappropriate in the business environment.

APPROPRIATE AND INAPPROPRIATE ATTIRE AND APPEARANCE

Maintenance and custodial staff are allowed to wear jeans and appropriate work clothing at all times due to the nature of their work.

While Delta Health Alliance has a basic custodial staff, employees are expected to keep their desks, other work areas, and break areas presentable at all times.

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 26 Page | 3 Dress Code and Office Appearance OFFICE APPEARANCE

Starts and Head Starts operate from 7:30 am to 4:30 pm, and employees shall be scheduled to fulfill their responsibilities during that time. The Leland Medical Clinic must be capable of receiving patients from 7:30 am to 6:00 pm Central Time Monday through Thursday and from 7:30 am to noon Central Time Friday. Employees will be scheduled to provide coverage. Employees assigned to the clinic who do not work with patients or other clients should plan their schedule with their supervisor.

An employee is expected to attend work regularly and should not be tardy in the performance of their duties, including arriving at work in a timely manner, working at all times other than specified break times. An employee is not to leave work early without supervisor consent. Except as provided in other policies, an employee who is absent from work for three (3) consecutive days without notification to their supervisor or the HR Director will be considered to have voluntarily terminated their employment. The employee’s final paycheck will be mailed to the last mailing address on file with DHA.

OFFICE HOURS Delta Health Alliance offices should be staffed from 8:00 a.m. until 5:00 p.m. Central Time Monday through Friday. Individual personnel hours may vary according to job responsibilities. With the supervisor’s permission, full-time employees may work flex time. Reasonable time off for personal errands, such as a medical appointment, may also be granted by your supervisor subject to flex and leave policies. DHA employees assigned to public schools shall coordinate their schedules with the public school to which they are Earlyassigned.Head

to report at least their FTE (full-time equivalency) each week. Approved leave is required to be taken when an employee is not working during scheduled hours or using occasional flextime as described above.

WORK SCHEDULE

DHA employees will each be assigned a work schedule based on the needs of the department in which the employee works and on their job description. Some flexibility may be allowed at the discretion of the supervisor and Administration but should only be utilized on an occasional basis. Should this flexibility be abused, disciplinary action may be Employeesinitiated.arerequired

OFFICE CLOSINGS

ATTENDANCE AND TIME

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 27 Page | 1 Attendance and Time

CLOCK-IN/CLOCK-OUT

RECORDING HOURS

LUNCH

All employees are expected to take a lunch as scheduled based on their responsibilities. Exempt employees using a time clock and all non-exempt employees are expected to clock out for their lunchtime. Due to work volume, patient load, or employee staffing, it may be necessary to delay lunch or work through lunch. If an employee using a time clock must work through lunch, he or she should notate it on their time entry and notify their supervisor so that their hours are properly recorded.

Due to uncontrollable circumstances when the employee has no timesheet access, an employee should track hours with a DHA-provided paper timesheet at appropriate times (e.g., start and end of work or start and end of lunch). There are copies of the paper timesheet available at all DHA locations. As soon as the employee has timesheet access, they should resume using it. Any paper timesheet used for tracking hours must be signed by the employee and submitted to their manager as documentation.

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 27 Page | 2 Attendance and Time day, employees are expected to work at home if feasible. Employees who have jobs that usually require their physical presence at work can do such tasks as completing on-line training. All employees are also required to be accessible via email or telephone. If, during this time, you will not be accessible, you should notify your supervisor and report annual leave for that time. Employee holiday or vacation days may be reduced for additional inclement weather days after the first one of the fiscal year.

Employees should always try to use Delta Health Alliance’s standard, online timesheet in the HR/payroll/time and attendance software to track their hours using their manager-designated time entry method (e.g., website, mobile phone application, or biometric time clock). Different DHA employees should use thumbprint time clocks, the mobile phone app, or the online website based on their job duties and work location. Time clocks can continue to operate even without electrical power or internet access for several days.

To properly account for employees’ time worked, employees must track their time. Exempt employees that do not regularly interact with the public (e.g., students, program participants, or patients) should record their hours worked daily and then review and authorize their hours worked at the end of a pay period. If such an employee does not have internet access at the end of the day, they should record their hours as soon as possible. Exempt employees at schools or the clinic should clock in using the designated time clock device at their official duty station, such as a specially designated computer, smartphone app, or specialty electronic device. Non-exempt employees should clock in using the designated time clock device at their official duty station. Unless pre-approved by a supervisor, an employee should clock in no earlier than six minutes before the start of their shift and no later than the scheduled start of their shift. The employee is expected to begin work or work preparations immediately after clocking in. At the end of the shift, the employee should clock out no later than six minutes after the end of the scheduled shift unless he or she has been approved to work additional hours by their supervisor. All clock entries should be done by the employee him- or herself. Fraudulently recording hours not worked or recording hours or time entries for another employee will be subject to disciplinary action.

FLOATING DUTY STATIONS

• At the end of the day, the employee should clock out using the designated time clock at the last work assignment site.

Some employees may be frequently required to work at DHA locations or locations away from DHA other than their official duty station or at locations without a DHA time clock. If an employee is assigned to multiple work locations in a single shift or away from a DHA location:

• Mileage traveled to the first work assignment will be reimbursed after it exceeds the employee’s regular one-way commute distance. For example, if an employee lives 5 miles from his official duty station but is asked to travel to a work location 15 miles away for their first work assignment, then that employee should submit a travel reimbursement for 10 miles for travel.

• The employee should clock in at the first work location to start the day. The first work location may be his official duty station.

• At each successive work assignment, the employee should register their arrival.

Employees required to use a time clock will sometimes have to leave their official duty station at a time other than lunch, such as to take care of a sick family member. The employee should clock out prior to leaving, even if they intend to come back to work. Whenever possible, the employee should ensure that there is sufficient staffing to meet DHA’s obligations and request permission from their supervisor. If an employee leaves their official duty station without first notifying their supervisor, the reason for leaving will be reviewed, and the employee may be subject to disciplinary action. When the employee returns to work, they should clock in. The employee may either make up the time during the remainder of the week, if possible and approved by their supervisor, or take leave.

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 27 Page | 3 Attendance and Time FAILED OR FORGOTTEN CLOCK ENTRIES

• Mileage traveled home from the last work assignment will be reimbursed after it exceeds the employee’s regular one-way commute distance.

OVERTIME AND ADDITIONAL WORK HOURS DHA employees are expected to work their full-time hours, typically 40 per work week. Many Federal grants also track hours worked and expect employees to work only their full-time hours; however, occasionally employees may need to work more hours to complete a work assignment. All employees must receive approval from their manager, Associate Vice President, or Vice President prior to working additional hours.

• Mileage traveled between work assignments while clocked in should be recorded by the employee for reimbursement. Time spent traveling between work assignments will be paid.

If an employee is unable to clock in or forgets to clock in, the employee should notify their supervisor, clock in as soon as possible, and continue working. If an employee is unable to or forgets to clock out, the employee should notify their supervisor. At the end of the time period, the employee should review their timecard to verify that their supervisor has corrected it. Repeated forgotten clock entries may be subject to disciplinary action.

LEAVING THE OFFICIAL DUTY STATION

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 27 Page | 4 Attendance and Time Any leave, including annual and medical, will only be paid up to an employee’s regular work hours in a week, 40 hours for a regular, full-time employee. For example: a regular, full-time employee is preapproved for 8 hours of annual leave but works 9 hours on the day before taking leave in the same week. The employee’s leave request will be reduced to 7 hours and 1 hour returned to the employee’s accrual balance for future use. Leave is not forfeited, and an employee may use the leave in the future.

Delta Health Alliance is a place of business. Personal calls and visits should be kept to a minimum.

VEHICLE POLICY TEXT/EMAIL

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 28 Page | 1 Cell Phones CELL PHONES

PERSONAL CALLS AND VISITS

Delta Health Alliance is a federal grant recipient and sub-recipient, and its employees are prohibited from text messaging while driving a company-, government-, or privately-owned vehicle during official DHA business. Employees are also prohibited from using DHA supplied electronic equipment to send or read text messages or emails when driving.

merits special mention. Unwelcome sexual advances, requests for sexual favors, or other verbal, physical, or visual conduct of a sexual nature constitute sexual harassment when:  submission to the conduct is made either as an express or an implied condition of employment;  submission to or rejection of the conduct is used as the basis for an employment decision affecting the harassed employee; or  the harassment interferes with an employee’s work performance or creates an intimidating, hostile, or offensive work environment.

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 29 Page | 1 Harassment HARASSMENT

Sexualenvironment.harassment

DHA considers harassment to be serious misconduct, which may result in disciplinary action, up to and including discharge.

BULLYING Bullying is a form of harassment. The Workplace Bullying Institute defines workplace bullying as repeated, healthharming mistreatment of one or more persons (the target) by one or more perpetrators. It is abusive conduct that is:  Threatening, humiliating, or intimidating, or  Work interference – sabotage – which prevents work from getting done, or  Verbal abuse.

Conduct of sexual nature may include but is not limited to: off-color jokes, sexual innuendoes, obscenities, sexuallyoriented kidding or teasing, or jokes about gender-specific traits or the display of sexually suggestive photographs of a nude or partially nude person(s).

consists of unwelcome conduct, whether verbal, physical, or visual, that is based on a person’s protected status. As such, this policy covers not only sexual harassment but also harassment based upon a person’s gender, race, color, religion, national origin, ethnicity, age, genetic information, sexual orientation, or status as a qualified individual with a disability. DHA will not tolerate harassment that affects tangible job benefits, interferes unreasonably with an employee’s work performance, or creates an intimidating, hostile or abusive working

Delta Health Alliance is committed to fostering a work environment that is free from unlawful harassment. In keeping with this commitment, DHA will not tolerate harassment by or directed toward any of its employees, vendors, clients, or Harassmentpartners.

HARASSMENT COMPLAINT PROCEDURE

Complaints of harassment are not just personal matters, and all employees are responsible for helping to assure we avoid all forms of unlawful harassment. If you believe you have been subjected to harassment by anyone (i.e., a coworker, member of management, vendor, customer, or anyone else in the workplace), you must report it to DHA using one of these options: 1.Report it immediately in person or via phone to the HR Representative (662-686-7004) or the CEO (662822-7678); or 2.Make a written report and submit it to the CEO or HR Representative.

The complaint should identify the person or persons involved, the nature of the harassment, and any witnesses to the harassment. DHA will make a prompt, thorough investigation of all reports of harassment. The investigation will look at all circumstances, the nature of the harassment, and the context in which the alleged incident(s) occurred.

DHA will give the matter serious and impartial consideration. Upon conclusion of the investigation, DHA will take appropriate corrective and/or disciplinary actions against the offending parties, if harassment is confirmed. DHA will inform the claimant of the results of the investigation and what, if any, corrective action was taken.

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 29 Page | 2 Harassment

DHA will handle the matter confidentially to the extent possible. However, to effectively investigate, DHA may have to disclose the complaint to certain employees or managers. DHA will release the information only to those persons it feels necessary for the complete investigation of the complaint.

DHA will not tolerate any retaliation against a person for reporting a claim of harassment. If you believe that you have been retaliated against for reporting potential harassment, you should immediately report it using the procedure outlined above. Retaliation against a person who filed a good faith complaint of harassment is grounds for immediate discipline, including termination.

 employees are prohibited from tampering with a drug or alcohol test or report of its results. Violation of this policy will result in disciplinary action, up to and including termination.

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 30 Page | 1 Drug-Free and Alcohol-Free Workplace

 no DHA employee shall be under the influence of drugs or alcohol or in withdrawal from the use of drugs or alcohol during working hours. Provided, however, that employees are permitted to take, at any time, prescription medication as and in the manner prescribed by a physicians and nonprescription medication as needed and in accordance with manufacturer instructions, unless the physiological or psychological effects of the medication as taken by the employee poses a direct threat to the health or safety of the employee or any other person, including members of the public;

DRUG AND ALCOHOL TESTING PROGRAM

Delta Health Alliance has a vital interest in maintaining a safe, healthy, and efficient working environment. Being under the influence of a drug or alcohol on the job poses serious safety and health risks to the user and to all those who work with the user. The use, sale, purchase, transfer, or possession of an illegal drug in the workplace and the use, possession, or influence of alcohol poses unacceptable risks for safe, healthy, and efficient operations.

DHA has the right and obligation to maintain a safe, healthy, and efficient workplace for all of its employees and to protect the organization’s property, information, equipment, operations, and reputation. DHA further expresses its intent through this policy to comply with federal and state rules, regulations, or laws that relate to the maintenance of a workplace free from illegal drugs and alcohol.

 employees are prohibited from manufacturing, possessing, using, selling, distributing, soliciting, or transferring drugs, paraphernalia, prescription medication, nonprescription medication, or alcohol on or in DHA property, vehicles, machinery or equipment. However, provided that employees are permitted to possess prescription medication prescribed to them by a physician if that medication must be taken during working hours and to possess nonprescription if it is reasonably necessary for the employee to take during working hours to treat the symptoms of injury or illness; and

As a condition of employment, all employees are required to abide by the terms of this policy and to notify DHA’s management of any criminal drug statute conviction for a violation occurring in the workplace no later than five days after such conviction.

DHA will conduct pre-employment, post-accident, reasonable suspicion, and follow-up drug testing and alcohol testing. All information, interviews, reports, statements, memoranda, and test results, written or otherwise, received by DHA through its drug and alcohol testing program are confidential communications as provided in this plan. Refusal of a post-accident drug/alcohol test is grounds for immediate termination. Public-facing employees conducting home visits, meeting with program participants, in schools, or providing care to patients in the clinic may have to follow additional drug and alcohol screening requirements. DHA is not conducting this drug and alcohol testing program pursuant to the requirements of the Mississippi statutes regarding drug and alcohol testing of employees found in Miss. Code Ann. § 71-7-1 through 71-7-33. DHA does not opt into and specifically opts out of the statutory program under Miss. Code Ann. § 71-7-27.

 DRUG AND ALCOHOL TESTING FOR CERTAIN POSITIONS – Some applicants/employees of DHA may report to work at third party facilities, instead of working on DHA property. Some third-party facilities require DHA applicants/employees who will work in their facilities to undergo pre-employment drug and alcohol testing and may also require reasonable suspicion testing. An applicant’s refusal of a drug or alcohol test will be

 the use of drugs and alcohol by DHA employees during working hours is prohibited;

DRUG-FREE AND ALCOHOL-FREE WORKPLACE

It is the policy of DHA that:

 RANDOM DRUG AND ALCOHOL TESTING – DHA will conduct random testing only to the extent required by third-party facilities and only of employees who report to work at those third-party facilities.

sufficient basis for withdrawing the offer of employment. A positive result of a confirmation test for the presence of a prohibited drug or alcohol, without adequate explanation, will result in withdrawal of the offer of employment. If a third-party facility requires DHA to conduct any such testing, the results of those tests will be made available to both the third-party facility, as well as to DHA. DHA does not conduct preemployment drug and alcohol testing on all applicants for employment.

EMPLOYEE INITIATED TREATMENT

Any employee who abuses drugs or alcohol is encouraged to contact their supervisor or the administrator of this program for referral for counseling or treatment. An employee who 1) admits abuse of drugs or alcohol on their own volition before the inception of a test of inquiry or any incident giving rise to a test or inquiry under the terms of this program and 2) requests treatment will not be subject to employment termination or disciplinary action as a result of prior abuse of drugs or alcohol. However, this protection from disciplinary action applies only to the first time an employee admits abuse of drugs or alcohol and requests treatment pursuant to this program.

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A positive initial test result may result in withdrawal of job offer to applicant or employee’s suspension without pay at the sole discretion of DHA’s management. A confirmed positive test result may subject the employee to disciplinary action, up to and including termination, at the sole discretion of DHA’s management. If the confirmation test is negative, the employee will be paid retroactively for the days of the suspension.

SPECIMEN COLLECTION AND BREATH TESTING PROCEDURE

Any employee who returns to duty after rehabilitative leave or disciplinary suspension for drug or alcohol use will remain drug and alcohol-free. DHA maintains the right to indefinitely test any such employee for drugs or alcohol every month for the first six months after returning to duty.

CONSEQUENCES OF A CONFIRMED POSITIVE TEST RESULT

 REASONABLE SUSPICION DRUG AND ALCOHOL TESTING– When an employee reports to work and there is reasonable suspicion to believe the employee is under the influence of a prohibited drug(s) or alcohol or exhibits impaired job performance, DHA may require that the employee submit to a drug or alcohol test. Reasonable suspicion shall be based on observable actions that indicate an employee may be under the influence of drug(s) or alcohol including, but not limited to, impaired job performance. Supervisory personnel who have reasonable suspicion to believe that an employee may be under the influence of prohibited drug(s) and alcohol will have the suspicion confirmed by another member of management when possible. Reasonable suspicion must be documented using an observation checklist provided by HR.

RETURN TO DUTY AND FOLLOW UP TESTING Prior to returning from leave for treatment of drug or alcohol abuse or from disciplinary suspension for drug or alcohol use, the employee must submit to a drug or alcohol test. DHA will determine the type of test to which the employee must submit. All such treatment and testing will be at the employee’s expense, but DHA’s collection site, laboratory, and medical review officer will be used. A positive drug screen or alcohol test will result in immediate termination of the employee.

Applicants and employees will be directed to a collection site for drug or alcohol test specimen collection. The site collection person will be responsible for maintaining the integrity of each test specimen, transferring the specimen through the use of chain-of-custody procedures, and ensuring the privacy of the applicant/employee. The collection site also will be responsible for testing and processing alcohol test results.

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Under this program, the initial test on specimens for the presence of marijuana, cocaine, opiates, phencyclidine, amphetamines and any other prohibited substance of substance for which the U.S. Department of Health and Human Services has established an approved protocol and positive threshold or their metabolites will employ an immunoassay which meets the requirements of the U.S. Food and Drug Administration for commercial distribution.

 Determine if there is a legitimate medical reason for a confirmed positive drug test; and, if so, take no further action.

 Administratively review negative test results to ensure accurate identification of the applicant/employee on laboratory test results and the chain of custody form.

NOTIFICATION TO MEDICAL REVIEW OFFICER (MRO) OF TEST RESULTS

The MRO shall perform the following functions upon receiving test results from the laboratory.

The laboratory shall report confirmation test results to the MRO within five working days of receiving a specimen. The report, which will be signed and certified as accurate by the person responsible for the daily operations of the certified laboratory or the person responsible for attesting to the validity of test results, will identify the drugs or metabolites for which testing has been conducted and will indicate DHA’s specimen number and the specimen identification number assigned to the specimen by the laboratory. The report shall indicate only that the confirmation test result was negative if that be the case, or that it was positive for specific drugs or metabolites if that be the case.

 Verify positive test results by reviewing the documents for completeness (i.e., signoffs and accurate, relevant information).

 On positive test results, within two days, conduct a medical interview which will include: (a) notifying the applicant/employee in writing of the test results and providing a copy of the laboratory to the employee on request; (b) allow the individual to discuss the test results; (c) consider any relevant information the applicant/employee can provide about recent medication, medical history, medical records, and other biomedical factors; (d) if necessary, reanalyze the original specimen to determine the accuracy of the test result; (e) upon verification of the test result, complete the chain of custody form and forward it to the DHA representative; and, (f) document the date that all required records/reports were sent to DHA; or, if unable to make contact with applicant/employee within two (2) days, contact DHA representative who, in turn, while maintaining the utmost confidentiality, will contact the applicant/employee and advise them to contact the MRO for more information.

Notwithstanding any of the above provisions, the MRO or DHA representative shall notify the applicant/employee in writing of the drug test results within five days of receipt, which notification will include an explanation of the consequences of the results and options available to the applicant/employee if the results are positive. The applicant/employee is entitled, upon written request, to a copy of the written test report. An applicant/employee who receives a positive confirmed test result may contest the accuracy of that result or explain it in writing with ten working days of receipt of test results notification. That contest may include another test only on the already tested

These cutoff levels are subject to change as advances in technology or other considerations allow identification of drugs or their metabolites at other levels or may be changed at the sole discretion of DHA.

 Review test results from the laboratory, including the analysis and the certified true copy of the chain of custody form, before the results are reported to the DHA representative; and, where appropriate, examine data to determine scientific sufficiency of test results and report as negative scientifically insufficient test results.

If the specimen provided by the applicant/employee tests positive for prohibited drugs or their metabolites in the initial test, it shall be subjected to a confirmation test by the laboratory.

Testing Standards

An applicant’s/employee’s failure to sign a written consent to release information as permitted by and in accordance with this section may subject the employee to discipline, up to and including termination at the sole discretion of DHA.

All information of whatever kind that is preserved in whatever medium and obtained from whatever source which is received by DHA in the administration of this program is confidential and will not be disclosed or released to anyone for any reason except as specified in this section. This information is DHA’s property. Information described in the preceding paragraphs will be released if:  the applicant/employee grants, in writing, DHA permission to do so;  the information must be disclosed in any administrative, arbitral, or judicial proceeding pursuant to applicable law because it is relevant to an issue in that proceeding or if DHA needs to release such information in a legal proceeding;  the information must be disclosed to a governmental unit as required by law, regulation, administrative or judicial order, or in accordance with compliance requirements of a federal contract;

 COLLECTION SITE – The facility designated by DHA where applicant/employee specimens of urine for drug testing are collected and alcohol testing is conducted.

 DHA’S PROPERTY – This includes, but is not limited to, all offices, facilities, land, buildings, structures, fixtures, installations, vehicles, and equipment, whether owned, leased, or used by DHA.

 DIRECT THREAT – The meaning assigned to it by the Americans with Disabilities Act of 1990.

 DRUGS – Illegal drugs, prescription medication, and nonprescription medication as those terms are defined in this program.

DEFINITIONS  CHAIN OF CUSTODY OR CHAIN OF CUSTODY PROCEDURES – Procedures to ensure and account for the integrity of a urine or blood specimen by tracking its collection, handling, and storage from the point of collection to the point of final disposition. These procedures include the use of a chain of custody form which will include information accounting for the specimen from the point of collection to its receipt by the testing laboratory, including the date and time of collection of the specimen and the purpose for which it was collected and the identity of each individual in the chain of custody; and, a laboratory chain of custody form which will include information accounting for the movement and storage of specimens in the laboratory.

 the information must be disclosed to a substance or rehabilitation program for the purpose of evaluation or treatment of the applicant/employee;

CONFIDENTIALITY

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 30 Page | 4 Drug-Free and Alcohol-Free Workplace specimen at the employee’s expense. If the employee’s explanation is unsatisfactory to the MRO, a written explanation as to why and the test results will be placed in a confidential file.

 Collection site person – The person who instructs and assists individuals at a collection site and who receives and makes an initial screening examination of the urine specimen provided.

 Confirmation test – A subsequent test on a specimen which has resulted in a positive initial test result to confirm that result by an alternate method of equal or greater sensitivity than the initial test.

 the applicant will work or the employee works at a third-party facility that has executed an agreement to keep the test results confidential; or  without a court order, if an immediate risk to public health or safety can be minimized by release or with a court order if the risk is not immediate.

 ILLEGAL DRUGS – Any substance, other than alcohol, which has physiological or psychological effects on a human being and which is not a prescription medication or nonprescription medications, including controlled substances as defined in 21 U.S.S. §§ 80-2 and 812; any counterfeit substance, depressant or stimulant substances, marijuana, narcotic drugs, opiate, opium poppy, poppy straw, controlled substance analogue, listed chemical, chemical mixture or anabolic steroid as defined in 21 U.S. C. § 802; and, volatile substances which produce the physiological or psychological effects of an illegal drug through deliberate inhalation.

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 30 Page | 5 Drug-Free and Alcohol-Free Workplace  EMPLOYEE, DHA’S EMPLOYEE – any employee of Delta Health Alliance, except those covered by Part 382 of Title 49 of the Code of Federal Regulations of the United States.

 INITIAL TEST – A drug test on a specimen to determine the presence or absence of drugs or their metabolites in the specimen.

VIOLATION OF THE DRUG AND ALCOHOL TESTING PROGRAM

Any employee who refuses to submit, as directed and in accordance with this program, to a drug or alcohol test shall be subject to disciplinary action, up to and including immediate termination, pursuant to DHA’s sole discretion.

Delta Health Alliance is committed to providing a smoke-free workplace in order to protect the health of its employees and visitors. Tobacco use is prohibited inside or outside DHA office buildings and conference areas or in any DHA vehicles. Employees are prohibited from using tobacco products while working outside the office or during business travel.

SMOKE-FREE WORKPLACE

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Delta Health Alliance is committed to preventing workplace violence and to maintaining a safe work environment.

Given the increasing violence in society in general, DHA has adopted the following guidelines to deal with intimidation, harassment, or other threats of (or actual) violence that may occur during business hours or on its premises.

WORKPLACE VIOLENCE

• All persons on DHA property, including managers and employees, should be treated with courtesy and respect at all times. Employees are expected to refrain from fighting, horseplay, or other conduct that may be dangerous to themselves or others. DHA prohibits anyone from having firearms, weapons, and other dangerous or hazardous devices or substances on DHA premises or program sites.

DHA will promptly and thoroughly investigate all reports of threats of or actual violence and of suspicious individuals or activities. The identity of the individual making a report in good faith will be protected as much as is practical. To maintain workplace safety and the integrity of its investigation, DHA may suspend employees, with or without pay, pending investigation. Anyone determined to be responsible for threats of or actual violence or other conduct that violates these guidelines will be subject to prompt disciplinary action, up to and including discharge.

Threats of violence or actual violence, both direct and indirect, should be reported as soon as possible to management. Threats may originate with employees, clients, vendors, solicitors, or other members of the public. When reporting a threat of violence, you should be as specific and detailed as possible. All suspicious individuals or activities should also be reported as soon as possible. Do not place yourself in danger. If you see or hear a commotion or disturbance near your workstation, do not try to intercede.

• Conduct that threatens, intimidates, or coerces another employee, client, or member of the public at any time, including off-duty periods, will not be tolerated. This prohibition includes all acts of harassment, including harassment that is based on an individual’s sex, age, or any characteristic protected by federal, state, or local law.

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ABUSE AND NEGLECT

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MANDATORY REPORTERS

Employees who have reasonable cause to suspect neglect or abuse of a child or an adult over the age of 60 are required by law to report the suspected neglect or abuse to the Mississippi Department of Human Services. Abuse or neglect must be reported by calling 1-800-222-8000 or reporting online at www.msabusehotline.mdhs.ms.gov.

• Never send, post, or provide access to any confidential DHA materials or information.

Mississippi Code Annotated §97-45 defines and sets forth activities relating to computers that are considered crimes. Any evidence of such activity may result in appropriate disciplinary action, up to and including termination or criminal prosecution. In addition, any user who knowingly and willingly violates this policy is subject to discipline, up to and including termination, depending on the severity of the specific offense(s). Furthermore, in the event of illegal activity, the user will also be reported to the appropriate law enforcement authority.

The following rules require strict adherence. Any infraction could result in disciplinary action, up to and including termination, based on the severity of the specific offense(s). When DHA offers network access to employees, it is the responsibility of the employee to use those resources wisely.

• Internet use for personal gain is strictly prohibited.

• The representation of an employee as someone else, real or fictional, or a message sent anonymously is prohibited.

• Never copy or transfer electronic files without permission. Downloading a file from the internet can bring viruses with it.

INFORMATION SYSTEMS

INTERNET AND EMAIL USAGE

• Employees must maintain secure passwords and never use an account assigned to another user.

ELECTRONIC DEVICES

• Almost all data and software are subject to Federal copyright laws. Care should be exercised whenever accessing or copying any information that does not belong to you. Software that requires purchase or

TECHNOLOGY AND SOCIAL MEDIA

• Hacking is an unauthorized attempt or entry into any other computer. Never make an unauthorized attempt to enter any computer. Such an action is a violation of the Federal Electronic Communications Privacy Act (ECPA) 18 U.S.C. §2510.

Under certain circumstances, an employee may be allowed to use a personal electronic device for work if judged beneficial to the company. DHA will not reimburse an employee for the purchase or use of personal electronic devices because it provides this equipment. Prior to using an application such as Outlook email on a personal device, an employee must agree to limited monitoring and control of that device as stated in the company's personal electronic device agreement.

DHA will issue electronic devices such as laptops and phones as needed for employees to complete their work. Company issued laptops and phones and all information contained on them remain the property of DHA before, during, and after an employee’s service for DHA.

• Sending threatening, slanderous, racially, and or sexually harassing or any other offensive message(s) is strictly prohibited.

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Cellphone and other electronic devices should be limited to business use only whenever an employee interacts with the public, including program participants, clients, students and their parents, patients, and employees at sponsoring or partnering organizations. At some DHA facilities or functions, cell phone use may be restricted to specific times and locations or prohibited entirely during work times by administration.

The following principles apply to professional use of social media on behalf of DHA as well as personal use of social media when referencing DHA.

• Chain letters and junk mail may not be transmitted through DHA email.

This policy provides guidance for employee use of social media, which should be broadly understood for purposes of this policy to include blogs, wikis, microblogs, message boards, chat rooms, electronic newsletters, online forums, social networking sites, and other sites and services that permit users to share information with others in a contemporaneous manner.

• Employees should use their best judgment in posting material that is neither inappropriate nor harmful to DHA, its employees, partners, or clients.

Technology & Social Media reimbursement for its use, such as shareware, requires strict adherence to the terms and conditions specified by the owner unless written permission for unrestricted use has been obtained. When in doubt, consult your supervisor.

• An employee is obligated to cooperate with any investigation regarding the use of computer equipment and which their manager has authorized.

• Exercise restraint when sending very large files or sending to a large number of recipients as these activities consume network resources that are needed for critical DHA business.

• Employees are not to publish, post, or release any information that is considered confidential or not public. If there are questions about what is considered confidential, employees should check with the Human Resources Department or supervisor.

• Employees should be aware of the effect their actions may have on their images, as well as DHA’s image.

INTERNET SITES

• Employees need to know and adhere to the DHA Code of Ethics when using social media in reference to DHA.

• Social media networks, blogs, and other types of online content sometimes generate press and media attention or legal questions. Employees should refer these inquiries to authorized DHA spokespersons.

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SOCIAL MEDIA

The information that employees post or publish may be public information for a long time.

• If employees encounter a situation while using social media that threatens to become antagonistic, employees should disengage from the dialogue politely and seek advice from a supervisor.

If an employee uses information from an internet site for strategic DHA business, they must verify the integrity of that site. An employee will verify whether the site is updated on a regular basis (the lack of revision date might indicate out-of-date information) and that it is a valid provider of the information you are seeking. DHA has no control or responsibility for content on an external server not under company control. Information may be offensive or unsuitable for dissemination.

• Employees should be aware that DHA may observe content and information made available by employees through social media.

• Although not an exclusive list, some specific examples of prohibited social media conduct include posting commentary, content, or images that are defamatory, pornographic, proprietary, harassing, libelous, or that can create a hostile work environment.

• Employees should get appropriate permission before you refer to or post images of current or former employees, members, vendors, or suppliers. Additionally, employees should get appropriate permission

Email may contain important announcements about the state of the company or the safety of a facility. All DHA employees will check their email at least once daily during normally scheduled workdays.

Emails should not be distributed to the entire deltahealthalliance email group unless every employee in the company needs the information. In addition, employees replying to an email that was distributed to all employees should exercise restraint when replying so that the information only goes to the sender or those employees involved, not all employees.

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• Subject to applicable law, after-hours online activity that violates DHA’s Code of Ethics or any other company policy may subject an employee to disciplinary action or termination.

ELECTRONIC MAIL (EMAIL)

Although there are many means of communicating professionally, email remains a core method of communication.

Email may also contain privileged information about Delta Health Alliance. Email should always be maintained and accessed on secure devices. Employees will not access DHA emails on unsecured public devices in locations such as public terminals in coffee shops, libraries, or hotels.

All email received or sent by a Delta Health Alliance employee or contract individual on behalf of or with software/hardware of DHA is the property of DHA. Each email is an official company memo and should be written to that standard and treated with professionalism. DHA has the right to access all email files created, received, or stored on the DHA system, and such files can be accessed without prior notification. An employee should never include in an email message anything that they want to keep private and confidential.

• It is highly recommended that employees keep DHA related social media accounts separate from personal accounts, if practical.

• Social media use shouldn't interfere with the employee’s responsibilities at DHA. DHA’s computer systems and company-issued cell phones are to be used for business purposes only. When using DHA’s computer systems or company-issued cell phones, use of social media for business purposes is allowed (ex: Facebook, Twitter, DHA blogs and LinkedIn), but personal use of social media networks or personal blogging of online content is discouraged and could result in disciplinary action.

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• The outside employment is in no way, nor could DHA reasonably construe it to be, competitive, even if such competition is anticipated rather than actual at the time of the outside employment, with DHA’s mission or business.

• The outside employment does not create a detrimental effect on the employee’s work performance at DHA.

• Self-employment is considered outside employment and falls under the same conditions as other outside employment, with the addition of the restriction that employment does not involve ownership of or in a private business that is incompatible with an employee’s position at DHA.

• Individual actions – No employee is allowed to give the impression that any political action or position represents DHA. All political activities are to be done as the actions of individuals, on their own time away from DHA facilities. No employee is allowed to directly or indirectly coerce, attempt to coerce, command, or advise other employees to pay, lend or contribute anything of value to a party, committee, organization, agency, or person for political purpose.

As required by the Board of Directors of Delta Health Alliance, all employees must disclose any and all employment relationships with companies or organizations other than DHA. Such information must be updated by the employee at least annually or more frequently as the employee’s outside employment situation changes. As a general rule, DHA permits outside employment as long as the following criteria are followed.

OUTSIDE EMPLOYMENT AND

OUTSIDE EMPLOYMENT

• Non-partisan position of DHA – No action will be allowed by any person that infringes upon the right of any employee to decide which candidate(s) or position(s) to support. DHA will not endorse or contribute to any political candidate, party, or cause.

• The outside employment does not involve the unapproved use of DHA’s time, facilities, equipment, or supplies for private gain.

POLITICAL/GOVERNMENT ACTIVITY

Delta Health Alliance encourages employees to take an active interest in government and to participate in political affairs. Each employee has the right to express their opinion(s) on political issues and candidates and are also encouraged to exercise this right. However, such activity is subject to the below conditions.

ACTIVITIES

• The outside employment does not conflict with the employee’s work schedule, duties, and responsibilities at DHA.

• The outside employment does not involve conducting business during hours of employment with DHA.

• The outside employment does not create a conflict of interest or incompatibility with DHA employment or involve the acceptance of money from any person or organization for any work which would be expected as part of employment with DHA or conflict with DHA’s mission.

An employee seeking elected office should inform their supervisor and the CEO of such intent. Subject to requirements of the law, DHA grants unpaid personal leave to an employee who is seeking elective office for the purpose of campaigning for and fulfilling the responsibilities of office, if elected. An employee who is granted leave under this policy must comply with DHA’s policy for unpaid personal leave in its entirety.

CONDUCT OFF THE JOB Delta Health Alliance does not intend to interfere with an employee’s personal life wrongfully. However, an employee should keep in mind that they are expected to conduct oneself off the job (in their words and deeds) in a manner that does not interfere with their job performance and does not reflect poorly on the reputation of DHA. Off-the-job conduct should also not conflict with DHA’s values or harm DHA’s interests.

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Any individual who has reason to believe that they have knowledge of an act of misconduct within the meaning of this policy by any DHA employee, volunteer, or project partner is responsible for communicating this information to a supervisor or appropriate administrator. The supervisor or administrator will refer the allegation to the Chairman of the DHA Board of Directors. DHA will make every reasonable effort to protect the confidentiality of an individual who, in good faith, makes an allegation of misconduct and also to protect the individual from retaliation by any DHA or project partner official. However, if the allegation is later shown to have been made maliciously and falsely, DHA or the project partner may take appropriate disciplinary action against the individual who made the allegation.

RESPONSIBILITY OF DHA DHA will instruct its employees, volunteers and project partners to promote and encourage integrity in all research and service endeavors; will act vigorously to discourage and detect misconduct in research or service; will take appropriate disciplinary action against any of its employees, volunteers or project partners who engage in such misconduct, as revealed by a careful investigation; and, will inform and cooperate with appropriate sponsoring agencies, organization publishing findings and other appropriate organizations and institutions that appear likely to have been affected by such misconduct. DHA’s employees, volunteers, and project partners are to work collegially to create an environment where misconduct will not be tolerated.

ALLEGATION

ETHICAL RESEARCH

Delta Health Alliance expects diligent and honest support from its employees and project partners to ensure the highest level of integrity in all academic and research activities. Allegations of dishonesty by members of the research community must be dealt with carefully, thoroughly, and with appropriately defined procedures if a research facility is to merit continued public confidence and trust. It is with the intent of formally defining the institutional support for integrity in research and service and defining the appropriate for addressing allegations of misconduct in research and service that this policy is adopted.

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This policy applies to the research and service activity of the employees, project partners, and volunteers of DHA, except as provided in the following statement with respect to Public Health Service (PHS) supported research, research training, or related activities. With respect to students of DHA project partners, however, this policy does not apply to activities carried out in credit courses unless the associated research or service activities involve external Biomedicalfunding. or behavior research, research training, or activities related to research or research training supported by the PHS and applications for PHS support shall be subject to the PHS Policies on Research Misconduct, 42 Code of Federal Regulations Part 93. Allegations of research misconduct involving PHS supported research or an application for PHS support will be handled in compliance with the requirements of the PHS Policies on Research Misconduct.

APPLICABILITY

DHA will maintain in a secure manner and for a minimum of three years sufficiently detailed report of inquiries to permit later assessment of reasons for determining than an investigation was or was not warranted. A report of the inquiry shall be made to the chairman to be disseminated as deemed necessary. The written report shall include a statement of the evidence reviewed, a summary of relevant interviews, and the conclusion of the inquiry. The individual against whom the allegation was made shall be given a copy of the report of the inquiry. If the individual comments on the report, the comments will be made a part of the record. Sponsoring agency officials will be informed within 24 hours if, after consultation with DHA legal counsel, an inquiry indicates a possible criminal violation.

When an allegation or evidence of misconduct is referred to the Board chairman, they will immediately initiate an inquiry. The chairman shall give written notice to the individual against whom an allegation has been made of the nature of the allegation but not the identity of the person making the allegation. The purpose of the inquiry is to determine if sufficient grounds exist for conducting an investigation. The chairman will determine on a case-by-case basis how the inquiry will be conducted and may delegate these responsibilities as they deem appropriate. The chairman shall ensure that necessary and appropriate expertise is obtained to carry out a thorough and authoritative evaluation of the relevant evidence. DHA will take careful precautions against real and apparent conflicts of interest on the part of those involved in the inquiry. An essential component of the inquiry will be for the individual against whom the allegation is made to present evidence orally or in writing as appropriate. An inquiry must be completed within 60 calendar days of its initiation unless circumstances clearly warrant a longer period. The record of the inquiry should include documentation of the reasons for exceeding the 60-day period.

The chairman shall appoint a panel of at least three full-time DHA administrative employees or staff from a DHA project partner having expertise in the area of research or service under investigation and who have no specific interest in the program under investigation. Additional individuals may be appointed to provide expertise according to the nature of the specific allegations or evidence in the case. DHA will take careful precautions against real or apparent conflicts of interest on the part of those involved in the investigation. The panel of investigators will examine the final report of the inquiry, along with a full statement of allegations prepared by the chairman based upon agency notification and information, individual informants, and other sources.

INVESTIGATION

INQUIRY

DHA will make every reasonable effort to limit voluntary disclosure of information about an allegation of misconduct to those within and outside of DHA with a need to know. DHA makes no representations as to the applicability of federal or state open records requirements and must comply with all applicable law.

INQUIRY AND INVESTIGATION

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If, as a result of the inquiry, sufficient grounds exist for further investigation, the chairman will initiate a full investigation within 30 days and will notify the sponsor(s) and individual(s) against who the allegation has been made in writing on or before the date the investigation begins. At this point, the chairman shall disclose the identity of the person who made the allegation to the individual(s) against whom the allegation was made. The purpose of the investigation is to examine and evaluate relevant facts to determine whether misconduct has taken place.

The investigation must be completed within 120 days of its initiation. This includes conducting the investigation, preparing the report of findings, and obtaining comments from the subject(s) of the investigation. If DHA determines that it will not be able to complete the investigation within 120 days, it must closely adhere to any applicable extensions and other regulations. Documentation will be maintained throughout the investigation to substantiate the findings. This documentation is to be made available to appropriate sponsoring agencies after completion of the Uponinvestigation.completion of the investigation, the investigative panel shall prepare a final report containing a written statement of its findings and provide a copy of the statement to the individual accused of misconduct. The individual shall have an opportunity to comment on the findings before the investigative panel submits its final report. Comments from the affected individual will be attached to the final report.

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• an immediate health hazard, • an immediate need to protect agency funds or equipment, • an immediate need to protect human or animal subjects of the research or service work,

The investigative panel shall submit its final report to the chairman and to the executive staff containing an assessment of whether the allegation has been substantiated, describing the procedures under which the investigation was conducted and including the actual text or an accurate summary of the comments of any individual found to have engaged in misconduct.

The investigation may also include: a review of files, reports and other documents at DHA, its project partners or in the public domain; a review of procedures of methods and inspection of laboratories, laboratory materials, specimens and records of the subject(s) of the investigation; witness interviews; a review of any documents or other evidence provided by or properly obtained from parties, witnesses or other sources; and, a review of records maintained by and properly obtained from relevant funding agencies. Whenever possible, interviews should be conducted of all individuals involved either in making the allegation or against who the allegation is made, as well as other individuals who might have information regarding key aspects of the allegations; complete summaries of these interviews should be prepared, provided to the interviewed party for comment or revision and included as part of the investigatory file. The individual against whom the allegation has been made will be provided promptly with copies of all materials placed in the investigatory file as they are generated, in order to permit a timely response.

DHA will strictly adhere to all requirements of sponsoring agencies, if any, including filing of interim progress reports and keeping all agencies apprised of any developments which may affect current or potential funding. Interim administrative actions will be taken, as appropriate, to protect involved sponsoring agency funds and ensure that the purposes of the funding are carried out. DHA must notify each sponsoring agency as soon as it ascertains that any of the following conditions exist:

The individual concerned will be allowed an opportunity to respond, in writing or in person, prior to the time that the panel determines whether the allegation has been substantiated. Should the individual choose to respond in person, they may be accompanied by legal counsel or another person of their choice. The role of legal counsel or other person shall be limited, however, to advising the individual and shall not include the right to make oral argument or otherwise speak for the individual.

The individual who is the subject of the investigation shall be given a copy of the full statement of allegations and an opportunity to comment on the allegations at the onset of the investigation.

• Project Partner – Any public or private entity funded in whole or part by Delta Health Alliance. The term includes faculty, staff, and students of such an entity.

• Misconduct – Fabrication, falsification, plagiarism, or other serious unethical or illegal deviations from accepted practices in proposing, conducting, or reporting the results of research and service activities. It does not include honest error or honest differences in interpretations or judgments of data.

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 36 Page | 4 Research • an immediate need to protect the interests of the person(s) making the allegation(s) or of the subject(s) of the allegation(s), or

• Investigation – The formal examination and evaluation of all relevant facts to determine if misconduct has occurred.

Sponsoring agency officials will be informed within 24 hours if, after consultation with DHA legal counsel, an inquiry or investigation indicates possible criminal violations. Sponsoring agencies will be notified of the final outcome of any investigation including any sanctions taken against an individual.

DEFINITIONS

• Research and Service – Research, scholarship, creative endeavors, public service activities and related functions conducted by faculty, staff, volunteers, and students in their capacity as employees, volunteers, or students of DHA or its project partner.

If an allegation of misconduct is substantiated, DHA shall initiate the applicable disciplinary procedure. Other sanctions, as may be necessary and appropriate, will be imposed based on the requirements of sponsoring agencies.

For the purpose of the above policy, the following definitions will be employed.

• Inquiry – Information gathering and initial fact-finding to determine whether an allegation or apparent instance of misconduct warrants an investigation.

UNSUBSTANTIATED ALLEGATION: RESTORATION OF REPUTATION

SANCTIONS

• Volunteer – Any individual with a non-paid volunteer, clinical, non-clinical, affiliated, or honorary employment status with DHA or with one of DHA’s project partners.

• a probability that the alleged incident is going to be reported publicly.

If an allegation of misconduct is not substantiated by an investigation, the chairman will undertake diligent efforts to give notice of that fact to all persons who participated in the inquiry and investigation and other persons or agencies who were informed of the allegation by DHA.

TIMEKEEPING AND DUTY STATION

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PRESCHOOLS Early Head Starts and Head Starts operate from 7:30 am to 4:30 pm, and employees shall be scheduled to fulfill their responsibilities during that time.

The Leland Medical Clinic must be capable of receiving patients from 7:30 am to 6:00 pm Central Time Monday through Thursday and from 7:30 am to noon Central Time Friday. Employees will be scheduled to provide coverage. Employees assigned to the clinic who do not work with patients or other clients should plan their schedule with their supervisor.

CLOCK-IN/CLOCK-OUT

PUBLIC SCHOOLS DHA employees assigned to public schools shall coordinate their schedules with the public school to which they are assigned.

OFFICE CLOSINGS

LELAND MEDICAL CLINIC

Delta Health recognizes the fact that inclement weather and other emergencies can affect its ability to open for business or an employee’s ability to get to work. The safety of DHA employees is paramount in any emergency. The decision to close DHA office(s) due to extreme weather conditions, power outages, or other interruptions or safety issues will be made by the CEO with input from management in DHA’s various locations. Announcements and updates regarding an office closing(s) will be sent via employee email. DHA will keep the office(s) closed for the briefest period of time possible. During the time when the office(s) is closed, employees will receive full pay for normally scheduled work hours for the first inclement weather day. During this day, employees are expected to work at home if feasible. Employees who have jobs that usually require their physical presence at work can do such tasks as completing on-line training. All employees are also required to be accessible via email or telephone. If, during this time, you will not be accessible, you should notify your supervisor and report annual leave for that time. Employee holiday or vacation days may be reduced for additional inclement weather days after the first one of the fiscal year.

FAILED OR FORGOTTEN CLOCK ENTRIES

RECORDING HOURS

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 37 Page | 2 Office Policies and Timekeeping daily and then review and authorize their hours worked at the end of a pay period. If such an employee does not have internet access at the end of the day, they should record their hours as soon as possible. Exempt employees at schools or the clinic should clock in using the designated time clock device at their official duty station, such as a specially designated computer, smartphone app, or specialty electronic device.Non-exempt employees should clock in using the designated time clock device at their official duty station. Unless pre-approved by a supervisor, an employee should clock in no earlier than six minutes before the start of their shift and no later than the scheduled start of their shift. The employee is expected to begin work or work preparations immediately after clocking in. At the end of the shift, the employee should clock out no later than six minutes after the end of the scheduled shift unless he or she has been approved to work additional hours by their supervisor. All clock entries should be done by the employee him- or herself. Fraudulently recording hours not worked or recording hours or time entries for another employee will be subject to disciplinary action.

LUNCH

There are copies of the paper timesheet available at all DHA locations. As soon as the employee has timesheet access, they should resume using it. Any paper timesheet used for tracking hours must be signed by the employee and submitted to their manager as documentation.

 Mileage traveled to the first work assignment will be reimbursed after it exceeds the employee’s regular one-way commute distance. For example, if an employee lives 5 miles from his official duty station but is asked to travel to a work location 15 miles away for their first work assignment, then that employee should submit a travel reimbursement for 10 miles for travel.

DHA employees will each be assigned to an Official Duty Station. This designation will consider the work assignments and situation of the employee but will ultimately be for Delta Health Alliance’s benefit as determined by the executive staff. The designated location will be regularly re-evaluated and can be reassigned at any time. Employees will be required to attend the duty station during office hours unless on approved leave or travel status. Exemptions from this policy must be approved by the employee’s supervisor and Administration, should be temporary, and should have a structured work plan in place. If an employee is approved by their supervisor and appropriate VP for a Flexible Work Option, the flexplace/telework agreement will detail the alternate workplace and requirements. The employee will comply with all DHA rules, policies, and procedures that would be in effect if the employee were working at a DHA facility.

LEAVING THE OFFICIAL DUTY STATION

FLOATING DUTY STATIONS

 At the end of the day, the employee should clock out using the designated time clock at the last work assignment site.

OFFICIAL DUTY STATION

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 The employee should clock in at the first work location to start the day. The first work location may be his official duty station.

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Non-exempt, hourly employees will be paid 1.5 time their regular, hourly rate for hours worked over 40 hours per work week, so additional hours create an additional expense for DHA. Working overtime without approval may result in disciplinary action. Overtime is paid only for hours worked. Overtime is never paid for leave. Any leave, including annual and medical, will only be paid up to an employee’s regular work hours in a week, 40 hours for a regular, full-time employee. For example: a regular, full-time employee is preapproved for 8 hours of annual leave but works 9 hours on the day before taking leave in the same week. The employee’s leave request will be reduced to 7 hours and 1 hour returned to the employee’s accrual balance for future use. Leave is not forfeited, and an employee may use the leave in the future.

 At each successive work assignment, the employee should register their arrival.

 Mileage traveled home from the last work assignment will be reimbursed after it exceeds the employee’s regular one-way commute distance.

Mileage traveled between work assignments while clocked in should be recorded by the employee for reimbursement. Time spent traveling between work assignments will be paid.

Delta Health Alliance Policies and Procedures Manual Employment Practices - Section 37 Page | 4 Office Policies and Timekeeping disciplinary action. When the employee returns to work, they should clock in. The employee may either make up the time during the remainder of the week, if possible and approved by their supervisor, or take leave.

The Communications Director is assigned responsibility for coordinating all DHA media contacts, for serving as a liaison for all media relations and for assisting in the promotion of dissemination of noteworthy items to the public.

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CONTACT BY THE MEDIA Any contact from a member of the media is to be forwarded to the Executive Assistant to the President and CEO. Media contacts will then be logged and forwarded to the Communications Director. All media inquiries are to have an acknowledgment within two hours of the initial contact with an approved response within 24 hours. If the CEO or Communications Director is not available within the two-hour time frame, the appropriate designee is to be contacted.

DISSEMINATION OF NOTE WORTHY INFORMATION TO THE MEDIA

 Publications

COMMUNICATION WITH THE MEDIA AND THE PUBLIC

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o newsletters, o stories that contain

COMMUNICATIONS

WITH THE MEDIA AND THE PUBLIC

The President and CEO or designee is the official spokesperson for Delta Health Alliance with respect to the media.

MATERIALS DISTRIBUTION

DHA associates or the Principal Investigators on partner projects who have materials, achievements, honors, major accomplishments, or DHA related or sponsored events are encouraged to share this information with the public but must coordinate proposed media released or contacts with the Communications Director.

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information (i.e., campus newsletter or e-news), o press releases, o abstracts, o poster presentations submitted to conferences, o manuscripts for peer-reviewed journals/publications, o professional pamphlets, brochures, o fliers for health fairs and small promotional meetings, and o any additional printed materials for meetings or distribution.

DHA materials prepared by partners or employees are to be distributed as outlined below. The project manager is the single point of contact for their projects. Requirements in the Memorandum of Agreement (MOA) between DHA and its partners are to be followed. Requirements – Publications must contain a statement regarding the funding source and acknowledgment of DHA, which can be found in the partner’s MOA, Article 11, #6. Publications, presentations, etc. must be reviewed and approved by DHA staff. Note: When appropriate, the project manager may authorize a shortened version of the statement required by the MOA. All logo requests must be submitted to the project manager for review and submission to the Communications Director, who must review and approve or suggest changes within 48 hours of request receipt. that must be reviewed and approved by the Communications Director and the Executive Assistant include, but are not limited to: DHA

Coordination is required between the Communications Director, the Executive Assistant, and the media consultant.

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Communication with the Media & the Public  Project managers are to assure that documents do not go out without the knowledge and approval of the Communications Director and the Executive Assistant.

Approval of the President and CEO is required before a press release is sent to the media.

Press releases are to be written by the Communications Director and submitted to the media at least once a month.

Every meeting is to be treated as a media opportunity. Written handout material is to be taken to each meeting or presentation to give to any media that requests information outside the topic discussed in the presentation.

PRESS RELEASES AND TIMELINES

When a special event occurs that warrants a press release be submitted to announce the event, this press release will be prepared and released within three hours of the announcement of the event. The approval of the President and CEO is required before release.

Emails announcing the event with the press release attached are to be sent to the Board of Directors, employees, and partners at least one hour prior to release to the media.

PRESENTATIONS OR MEETINGS

Routine monthly press releases are to be emailed to the Board of Directors, employees, and partners at least one hour prior to release to the media.

Press releases issued for a major event are to be prepared within three hours of the major event announcement.

Food provided at DHA meetings (i.e., working lunch meeting) is eligible to be reimbursed according to the following restrictions.

TRAVEL Mileage and per diem rates will be based on the most current Federal Register guidelines. High-cost areas are cities designated in the Federal Register as such and are reflected in the Register.

Employees will be reimbursed for all approved DHA-related expenses. Non-travel related expenses will be put on an expense reimbursement form and submitted with cost information, receipt, and justification of purchase.

• The costs of meeting expenses, including food, will be submitted separately from mileage expenses.

The official status of an employee is to be determined when away from the employee’s official duty station and on authorized DHA business. The official duty station is typically the location from which the employee performs the major portion of their assigned duties. An employee is not in travel status and shall not receive lodging or meal reimbursement while at their official duty station.

TRAVEL STATUS

EXPENSE AND TRAVEL REIMBURSEMENTS

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• personal vehicle mileage (requires start and finish odometer readings),

• lodging hotel bill (itemized), • car rental and gasoline charges. A travel authorization should be completed and approved prior to any out-of-state travel, regardless of the method of payment/reimbursement. This authorization should be used when approving any special conditions of travel. Outof-state travel must be approved by the supervisor and appropriate Vice-President at least one week prior to travel. The approved authorization must accompany requests for reimbursement or VISA expenses. In-state travel for reasons other than normal program travel (your daily duties) must include conference information and

• If the average cost per person exceeds $40.00, the expense must be approved by the VP, Finance and Administration, prior to the expense being incurred.

Employeesagenda.should

Any of the following expenses require supporting documentation:

EXPENSE REIMBURSEMENT

leave hotel contact information with their supervisors or with a fellow employee. Employees should maintain adequate car insurance coverage, especially those whose job responsibilities require travel. DHA is not responsible for damage to employees’ vehicles.

• Names of all individuals in attendance must be recorded, as well as a brief description of the topic(s) of the meeting. This information must be submitted with the receipt for the meeting costs.

AIR TRAVEL Domestic air travel is to be in coach and at the lowest available fare. First-class or business class airfare is not allowed, and the cost of frequent flyer first-class upgrades is not considered a business expense. No traveler will be asked to accept a connecting flight with a layover of more than two hours. Expenses incurred at no fault of the traveler, due to denied boarding by the airline, will be reimbursed. All international air travel will be booked in business class.

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Intermediate-sized rental cars shall be reserved for business travel when necessary. Full insurance is to be purchased when renting an automobile for business use. Drop off charges and gasoline charges for unfilled tanks are not reimbursable. DHA is not responsible for traffic or parking tickets or other violations of traffic laws.

RENTAL CARS

DHA employees will frequently be required to conduct local travel away from their official duty station to meet their job requirements. A blanket travel authorization must be filled out by the employee at the start of the year to preauthorize all local travel to be eligible for reimbursement.

LOCAL TRAVEL

• Local business travel: Time and Distance for an employee to travel for business purposes besides their normal commute.

For local travel during normal business hours that starts and ends at the employee’s official duty station, the employee will be paid for their time and, if their personal vehicle is used, reimbursed for their mileage. The employee will be reimbursed for necessary purchases when using a company vehicle, such as fuel. Meals are not reimbursed during local travel.

• Commute: Time and Distance for an employee to drive from home to their regular duty station.

If an employee needs to travel locally before arriving at their official duty station, the employee may be reimbursed for any mileage that exceeds their regular commute. For example, an employee, who lives in Leland and works in Stoneville with a 2.5-mile commute, travels 19 miles to Hollandale one morning for a home visit to their first work assignment of the day. That employee should request a reimbursement equal to 16.5 miles. This employee’s workday begins when they start their home visit in Hollandale. After leaving Hollandale, the employee will be paid for travel time and reimbursed for mileage in a personal vehicle for any subsequent travel until the end of the business day. If an employee ends their workday at a location other than their official duty station while using a personal vehicle, the employee may be reimbursed for mileage returning to home that exceeds their regular commute. In general, an employee is expected to work during DHA’s normal business hours unless specific hours have been designated by the employee’s manager. An employee is not paid for their commute between home and their official duty station, from home to their first work assignment, or from their last work assignment to home. For long travel times to an employee’s first or last work assignment that is not their official duty station, the employee’s manager, with the approval of an Associate Vice President or more senior executive of Delta Health Alliance, may allow the employee to be paid for travel time to their first work assignment or from their last work assignment in excess of their normal commute time. The manager must document this allowance in the employee’s timesheet.

Expenditures not eligible for reimbursement include, but are not limited to, the following: travel travel or entertainment club air or hotel phone parking violations, personal items, or movie rentals – the cost of viewing in-room movies while staying at hotels.

Taxis, limousines, rail, hotel shuttle buses and mass transit systems should be used at the traveler’s discretion. All reasonable expenses will be reimbursed.

access, •

• alcoholic beverages, • individual

Mileage reimbursement for the use of personal automobiles will be at the current IRS mileage reimbursement rate.

memberships, •

Meal tips are to be included in the cost of the meal. Tips for taxi and limousine drivers are to be included in the cost of the ride. Tips for door attendants, valets, and similar workers are to be reported separately on the travel reimbursement form.

PERSONAL CAR USAGE

Travelers will be reimbursed for the cost of meals at the established rate while the traveler is away from home overnight on DHA business. First and last day rates should be utilized on the corresponding days of travel unless more than 12 hours is spent traveling. Employees traveling more than 10 hours, but not staying overnight, may claim a $20 per diem. Receipts for meals may be used for reimbursement amounts but may not exceed the per diem rate.

GRATUITIES

COMPANY CAR USAGE

MEALS

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accident insurance, • airline,

Employees using Delta Health Alliance owned vehicles are to maintain the cars in good working order. Mileage logs are required to record personal miles driven using company-owned vehicles. DHA is not responsible for traffic or parking tickets or other violations of traffic laws. Employees using the DHA pool vehicle are to reserve the vehicle in advance, sign the vehicle out and back in, and record the odometer reading when the vehicle is returned. DHA is not responsible for traffic or parking tickets or other violations of traffic laws.

GROUND TRANSPORTATION

Employees using personal automobiles shall maintain adequate insurance coverage. DHA is not responsible for damage to personal vehicles. When submitting mileage that does not originate at the employee’s official duty station, the mileage from the employees’ home to their official duty station should be subtracted from the total mileage. This may result in no expense reimbursement for some travel. When submitting your travel from a place other than your official duty station, please include total miles traveled with a corresponding negative mileage, which should be your reimbursable mileage.

travel

NON-REIMBURSABLE EXPENSES

An exception to any part of this policy requires the approval of the CEO or Executive VP.

EXCEPTIONS

PROCEDURE

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The DHA expense reimbursement form must be completed to receive a travel expense reimbursement. An expense reimbursement form must include the name of the employee and their contact information, dates of travel, grant to be expensed, destination, and purpose.

Travel advances are not provided to employees required to travel on DHA business.

All expenses to be reimbursed must be accounted for and justified on the expense reimbursement form.

TRAVEL ADVANCES

Any expenses ineligible for reimbursement will not be reimbursed. Employees must be informed of what expenses are ineligible for reimbursement prior to the processing of the reimbursement payment and given an opportunity to revise the form or provide additional documentation. DHA is expected to reimburse employees in a reasonable timeframe. Also, employees are expected to file travel expense reimbursements in a reasonable timeframe. No travel reimbursement request submitted for travel for more than 30 days (one month) in the past will be reimbursed. If DHA is under any restriction for receiving grant funds and must wait for a periodic drawdown of funds, employees will receive reimbursement as soon as possible following the drawdown.

The expense reimbursement form and corresponding documentation must be signed and dated by the employee and submitted to the supervisor. All reimbursement forms and corresponding documentation must be approved and signed by the employee’s supervisor.

PURPOSE To further protect our employees, their families, and the community we serve from COVID-19, Delta Health Alliance is implementing a mandatory COVID-19 vaccination policy. This policy will comply with all applicable laws and is based on guidance from the Centers for Disease Control and Prevention and local health authorities, as applicable. This policy applies to all Delta Health Alliance employees.

All Delta Health Alliance employees are required to be fully vaccinated with the COVID-19 vaccine no later than December 1, 2021 unless a reasonable accommodation is requested and approved. Such requests will be considered on a case-by-case basis.

Official documentation of vaccination status must be provided to HR by December 1, 2021. The following documentation is acceptable: A copy of the record of immunization from a health care provider or pharmacy. A copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r). A copy of medical records documenting the vaccination.



Employees are to work with their managers to schedule necessary time off to comply with this policy. Hourly (nonexempt) employees’ time spent going to get the vaccine will be considered compensable time worked. Hourly employees should report their time spent receiving the vaccine, including travel time, so employees can be compensated for that time.



PROCEDURES

MANDATORY COVID VACCINATION POLICY

Employees hired after November 17, 2021, will need to be fully vaccinated prior to their start date. COVID-19 vaccinations are free, whether or not an individual has health insurance. While a provider may bill your health insurance for administering the vaccine, there should not be any out-of-pocket cost to an individual.



SCOPE

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Because the timing of vaccine administration depends on the manufacturer of the vaccine received, employees must ensure they begin the vaccination process in time to meet the December 1, 2021 deadline. Individuals are considered fully vaccinated two weeks (or 14 days) after their last dose of their vaccine, meaning that November 17, 2021 is the last date that an employee can receive their last dose of the vaccine. This means, for example, if an employee is going to receive the Moderna COVID-19 vaccine, then the employee should receive the first dose by October 26, 2021, and the second dose no more than 28 days later, on November 29, 2021.

Mandatory COVID Vaccination Policy

If an employee has already been fully vaccinated, then the employee should provide proof of such full vaccination status to HR at his or her earliest convenience, but no later than October 19, 2021.

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REASONABLE ACCOMMODATION

Employees in need of an exemption from this policy due to a medical reason or because of a sincerely held religious belief must contact Scott May to begin the interactive accommodation process as soon as possible. An employee submitting an accommodation request may be requested to put his/her request in writing. Accommodation requests will be considered on a case-by-case basis. Accommodations will be granted where they permit an employee to perform the essential functions of their position (with or without reasonable accommodation), do not cause Delta Health Alliance undue hardship, and/or do not pose a threat to the health and safety of others. Please direct any questions regarding this policy to HR

A copy of immunization records from a public health or state immunization information system. A copy of any other official documentation verifying vaccination with information on the vaccine name, date(s) of administration, and the name of the health care professional or clinic site administering the Employeesvaccine.mustcertify that the documentation they are submitting is true and correct. Digital copies of the records are acceptable. You can obtain your immunization records at www.myirmobile.com.

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UNPAID LEAVE

Employees are expected to attend work as regularly scheduled. DHA does provide paid time off (PTO) for employees to use when needed. In cases where an employee has exhausted PTO and is requesting time off, the employee will request "unpaid leave" at least 48 hours in advance via an email to the supervisor, VP and HR, then enter the approval request into Workforce Go as each absence must be documented within the time system. Should an employee have unpaid leave in excess of three (3) workdays, the supervisor should refer the matter to HR for review and consideration. Excessive unpaid leave without approved acceptable cause could lead to disciplinary action, including separation identified as Voluntary Quit